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A SYSTEM 
MANUAL 



For the Use of the Executive 

Officers and Purchasing Agents 

of the 



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C^ ^ 



United States Steel 
Company 




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EVERETT, MASSACHUSETTS 

NINETEEN HUNDRED AND THREE 



THE LIBRARY OF 
CONGRESS. 

Two Copies Receiv*^ 

AUG 1903 

« Copyneht Entry 

CUSS '^ XXc.N». 

t ^1= If <^ 
COPY B. 






Copyright Applied for 

1903, BY 

Chas. S. Miller and Benj. A. Franklin 




•j-'d.^'ilb 



SYST E M 



System — Why ? 



Modern business methods progress continually 
towards a scientific standpoint. Competition forces 
methods that seek to eliminate or minimize human 
error. The clerical and executive functions of a large 
business, if left to the discretion of individuals, de- 
velop a failure to do the same things twice in the 
same way. Errors involving revision of work, uncon- 
scious change in policies, and often worse results con- 
stantly occur. These errors cost dollars and cents. 
Ultimately they enter into the cost of product, if a 
manufacturing business, or the cost of marketing if a 
commercial business. The concern producing an op- 
eration at the lowest cost becomes the keenest blade 
in competitive conflict. 

Thus, Business System becomes as important as 
cost of raw material. 

There are good and bad methods for a clerk who 
merely tends a soda-fountain. The quantity of syrup 
in each drawing, the condition of the soda, the cleans- 
ing of the glasses, the handling of the money, can be 
expressed in writing. Once in writing, the proprietor 
can study and observe. As he perceives possibilities 
of improvement in saving of time, or other ways, he 
changes his system, always in writing, in one point 
or another. After a while he has it so improved he 
can change it but rarely. But the written system 
stands always as a standard for the clerk, and he 
must not deviate from it. He can recommend 



SYSTEM 



changes, but the proprietor alone can change. That 
clerk leaves, another takes his place, but the standard 
is fixed by the written system, based upon past expe- 
rience. The management of the soda-fountain re- 
mains as before. 

Thus, the proprietor, spending a total of a few 
hours a year, fixes a certain standard of performance 
for his clerks, that, improved from time to time, will 
last as long as the business does. 

So each function of a great business can be ex- 
pressed in writing. Their first writing may be done 
by an individual, submitted to others, in turn or in 
meeting, changes and improvements made, and finally 
adopted. But the improvement of these writings 
never ceases. Every one they affect can recommend 
changes. 

These changes are considered by the proper au- 
thority — perhaps a meeting is called. If changes are 
adopted the old system is recalled, the amended sys- 
tem is issued, bearing the words " corrected up to 
190 ," and stands as the standard. 

The old question of " Why did n't you do it the 
way you were told, or the most intelligent way ? " is 
replaced by the more modern question, " Why did 
you not follow our written system ? " The penalties 
for disregarding system can be fixed in advance and 
become a part of the employee's record, affecting his 
promotion. Thus many of his duties may be removed 
from the realm of his inexperience and discretion and 
become part of a code which he must obey. 

The following pages present, not a theoretical, but 
2i practical Application of System. It is, in fact, the 



SYSTEM 



system in constant use in the Steel Casting Plant of 
the United States Steel Co., at Everett, Mass., 
corrected to May i, 1903. 



Our Method of Arriving at System. 

The most effective system is the one that is sim- 
plest and most easily understood. Hence we adopt a 
definite method of expression, setting forth, (i) the 
main thought or principle involved, (2) the objects 
it is desired to attain, (3) the methods of accomplish- 
ment, and (4) duties pertaining to the operation. 

A system must be complete in that it covers the 
whole field. And yet it must be composed of such 
independent factors that each part can be separately 
considered and enforced. With this idea in view, we 
divide our work into departments according to the 
operations or principles involved. Each department 
is guided by a system as far as its operations are sus- 
ceptible thereof. 

The effectiveness of a system should be, not a 
matter of opinion, but of absolute record. Hence 
our system records results of quality, quantity, or 
other desired items obtained in each department. 

But records of results are valueless unless used as 
levers for betterment. Hence regular reports of results 
of each department are made to executives for criti- 
cisms, compelling, possibly, changes of men or meth- 
ods. This leads often to the question of expertness 
and proper organization. Hence the work of system- 
atizing divides itself into these headings : — 



SYSTEM 



1. Division into Departments. 

2. System for Each Department. 

3. Records and Reports for Each Department. 

4. Study of Organization from Results Shown 

by Said Reports. 

System is useless if resting on spoken direction or 
agreement. We therefore write it out in plain, meth- 
odical terms and permit no deviation from the writ- 
ten system. 

Again, system is useless if not strictly adhered to. 
A clerical force is varied in nature. There is an in- 
clination to keep the force in close limits as to num- 
ber. There is the danger of an overcrowding of du- 
ties on to one willing head, or a rush of work, or 
even a possible disagreement with the prescribed 
methods on the part of the worker. All these lead to 
a lapse of the system, an eventual dropping of it, and 
consequent loss and error. We therefore provide a 
System Inspector, one without authority, but whose 
sole duty is to daily pursue a written itinerary through 
each written system to see that in every detail it is 
followed, and that no errors are being made. In case 
of a lapse or error discovered, again we avoid the 
spoken correction. It is the duty of the System In- 
spector, not to criticize or comment, but in a book 
provided therefor to note lapse or error, and demand 
the signature thereto of the perpetrator. This book 
establishes then a record of accuracy and attention 
of all system followers. 

In aid of this method, all errors, complaints, or 
lapses observed by those in authority, or by those 



SYSTEM 5 

whose performance of duty is affected thereby, are 
simply reported to System Inspector. He traces 
them down and obtains signatures therefor. This 
saves time and worry to executives, and leaves them 
at regular intervals in possession of actual records of 
the accuracy and attention to duty of their forces. 

Finally, as an encouragement to alertness, accu- 
racy, and attention, a quarterly bonus is established 
for each worker under the system, out of which is 
deducted a fixed amount for deficiencies discovered 
by System Inspector. The good man proves a good 
record and gets an increased rate. The careless man 
shows a poor record and loses a prospective gain. 

To summarize, then, we devise 

1. Department. 

2. Organization. 

3. System. 

4. Record and Report. 

5. System Inspector. 

6. Bonus. 

c 

Description of System, 

OBJECT. — To relieve the managers of repeatedly 
giving certain instructions. 

To relieve them of the duty of seeing that details 
are being faithfully carried out. 

To give certain persons permanent instructions 
as to what is expected of them. 

To establish a measure of the accuracy of the 



6 SYSTEM 



work of each person involved, which will assist in 
determining their future standing with the Company. 

To prevent errors which lead to later trouble, 
involving annoyance to customers, loss of time and 
reputation. 

ACCOMPLISHMENT. -A description of every 
mechanical step. 

A carefully considered and minute description of 
clerical steps necessary to create records whereby 
the status and detail of operation of every pattern 
and every order can be most readily reached at any 
time of its progress. 

Example from Tracer System. — Mail that comes 
over before i p.m. must be answered the same day, 
except Saturday. Mail that comes over after i p.m., 
and Saturday's mail, must be answered before 4 p.m. 
the next day, etc., etc., etc. 

Such description posted up in the department to 
which it applies, and a copy handed to each person 
involved in the system. 

The establishment of a bonus and fine system, 
whereby each person involved in the system is en- 
titled to a bonus at end of every three months of $25, 
from which, however, a prescribed fine is deducted 
for every omission to follow the steps laid down in 
the system, and for every clerical error. 

The appointment of a System Inspector, whose 
sole duty shall be to search for omissions of system 
and clerical errors. When he discovers one he writes 
a description of the error in a book that he carries, 
and obtains signature of the party who is to be fined. 
If party protests against the justice of fine System 



SYSTEM 



Inspector shall refer it promptly to President, or 
General Manager, who will settle the matter and 
order the book to be signed. 

A book is furnished the System Inspector, known 
as the " Itinerary." Under each subject is itemized 
the particular point into which he is expected to en- 
quire. 

Example from Tracer Department. — Note if file of 
letters of inquiry comes daily from main office, with 
tracer, giving information as to condition of orders ; 
if mail that comes over before i p.m. is answered same 
day (except Saturday) ; and if mail that comes over 
after i p.m. is answered before 4 p.m. next day. 

System Inspector places fines for the Company, 
which are debited to each individual against his 
bonus. One month after end of each quarter the bal- 
ance will be paid to individual. It is evident that the 
individual receiving the largest bonus will also ex- 
hibit best record, and vice versa. The Inspector is ex- 
pected to discover as many errors as possible, thereby 
reducing the amount of bonus the Company has to 
pay, which of course redounds to his credit, and the 
amount of fines is expected to exceed his salary, so 
that in a sense he becomes self-supporting. 



8 SYSTEM 

Skeleton System for Progress of Order, 

Pattern, and Casting Through 

the Works to Shipment. 

c 

A. Progress of Order. 

I. Order arrives. 

Goes to Credit Man to pass on credit. 

Goes to Estimator to O. K. on price. 

Goes to Order Clerk in main office. 

Goes to Superintendent, who decides it to be 
O. H. or Crucible and makes date of ship- 
ment. 

6. Goes to Tracer Department, where dates of 

shipment are noted. 

7. Goes to Pattern-shop, where it meets the pat- 

tern. 

B. Progress of Pattern. 

1. Pattern arrives, if not already here, and must 

be sent at once to Pattern-shop by person re- 
ceiving it. 

2. Pattern is stamped and identified with order, 

and properly tagged with number to be made 
from it. 

C. Progress of Pattern and Orders. 

I. At Pattern-shop, order and patterns having 
been identified, tracers and main office or- 
ders are made out, and tags, properly marked, 
are put on patterns. 



SYSTEM 9 

2. At specified hour O. H. and Crucible Shippers 

come to Pattern-shop and identify pattern 
with tracer, making sketch of pattern on 
tracer in order to identify casting later for 
proper shipment. 

3. Tracers are sent to Tracer Department, where 

they are entered into books consecutively as 
to date and order number, and as an O. H. 
or Crucible order. 

4. Patterns for both O. H. and Crucible shop shall 

be taken to respective shop and receipted 
for in Day-book B (see Pattern System) by 
men in charge of patterns at O. H. or Cru- 
cible. Vice versa, patterns returned to Pat- 
tern-shop must be signed for by Pattern Man 
in O. H. or Crucible Pattern Day-book. 

5. Tracer goes from Tracer Department to O. H. 

or Crucible Shipper, who makes and records 
shipments on tracers. 

6. Tracer is then sent to main office, where it is 

checked with main office order as to accu- 
racy of shipment. 

7. Tracer, when order is complete, is returned to 

Tracer Department, where it is noted in 
book as complete. 

D. Progress of Casting. 

1. Mould is made, dried, closed, poured, and 

stripped under charge of Foreman of Mould- 
ers. 

2. Casting is cleaned, risers cut off, prepared for 

shipment, inspected by Inspector of Cast- 



10 SYSTEM 



ings, weighed and shipped under direction 
of head of Chipping Department. 
3. Bill is made out from shipping memorandum 
and bill of lading made out under direction of 
Chief Clerk. 

Order is now complete, and pattern returned to 
Pattern-shop for storage. 



SYSTEM 11 



Pattern-shop System. 

c 

Pattern Clerk. 

In handling patterns two interests are served, the 
customer's interest and the work's interest. They run 
generally together. The main points to be observed 
are that the pattern is complete, with nothing miss- 
ing ; that it is in proper shape to mould successfully ; 
that it gets to the moulding-floor with all accessories, 
such as core-boxes, etc., complete ; that it is properly 
marked so that desired number is made ; and that it 
is returned and kept in as good shape as received, 
and upon request returned promptly to customer. 
The following system is devised to bring forth these 
results. 

OBJECT- — To identify pattern with customer's 
order, properly tag, and send complete to Moulding- 
shop for moulding. 

ACCOMPLISHMENT. — As soon as patterns and 
orders are both received, after identifying pattern 
with order, the Pattern Clerk shall fill in works' order- 
blank sent from main office as copy of customer's 
original, with consecutive foundry order number and 
pattern number, obtaining pattern number from Pat- 
tern-shop Day-book A. He shall enter these orders 
by customers' names in small book under date, and 
send main office orders, with initial, date and hour 
as provided by time-check, and book, to main office, 
where small book is to be signed, showing return of 
the orders. 



12 SYSTEM 



He shall make out long and short red tags for 
Open Hearth and short and long green tags for Cru- 
cible patterns, filling out cards provided therefor with 
every detail on both sides; and at same time he shall 
make out order tracers for moulding, casting, and 
shipping, on tracer-blanks provided therefor, for 
Open Hearth and Crucible plants. 

He shall send to Tracer Department first thing 
every morning a list of customers' patterns returned 
previous day, retaining a carbon copy of same for ref- 
erence. This list must be sent daily, even if there 
are no entries on it. 

He shall report to Cost Department, daily, number 
of orders on hand not issued, in order that it may be 
inserted in daily history. 

He shall see that riser bottoms with size riser 
stamped on it shall be put on patterns, and thajt pat- 
terns are delivered at earliest moment to Moulding- 
shop, as provided in Pattern Handler system. 

In case of orders received and no patterns therefor, 
or patterns received and no orders therefor, the Pat- 
tern Clerk shall, within four days after receipt of 
either, notify the Tracer Department, which shall 
transfer knowledge of this condition to customer in 
writing. In case of orders received for patterns we al- 
ready have, if said patterns cannot be located within 
four days, Tracer Department shall be notified, and it 
shall request customer to send sketch or other iden- 
tifying data. 

OBJECT-— To keep record for quick future identi- 
fication and care of customers' patterns and to facili- 
tate return thereof quickly upon request. 



SYSTEM 13 

ACCOWIPLISHIVIENT--Pattern Clerk shall en- 
ter into Pattern Records Book provided therefor a 
sketch of pattern, giving main dimensions. 

He shall post every afternoon Day-books A and 
B record (see Pattern Handler system) into Pat- 
tern Records Book, and Customers' Pattern Records 
Book. 

He shall allot patterns, on return from Moulding- 
shop, to proper bins, and record same in Pattern 
Record Book (see Pattern Handler system), seeing 
that it is put away complete and in proper repair. 

Upon order of Tracer Department written in Pat- 
tern Return Book he shall box pattern properly and 
return to customer, being sure that patterns are re- 
turned in good repair and as quickly as possible. 

He shall acknowledge appreciation of order by in- 
itialing it on receipt and marking pattern returned 
with initials, on fulfilment. These returns shall be 
entered into Pattern Records Book by checking from 
Receipt-book stub and receipts obtained from Ex- 
press Company; or, if returned by freight, receipts 
from Open Hearth Shipper. If pattern to be returned 
cannot be found in four days he shall notify Tracer 
Department in writing, which department shall take 
the matter up with Superintendent for some definite 
decision as to course to pursue. 

He shall send to Cost Department, daily, number 
of orders to return patterns not filled, that it may be 
inserted in daily listing. 

All letters from this department are to go to desti- 
nation through Tracer Department. 

Duties. — The duties of the Pattern Clerk shall be 



14 SYSTEM 

to see that all patterns are received, properly and 
promptly recorded, put into work, properly cared for, 
and promptly returned upon request. He must hold 
communication with customers through the Tracer 
Department. He shall have charge of the Pattern 
Handler. 

System for Pattern Handler. 

OBJECT.— To properly receive, number, put into 
work, receive back, and store patterns. 

ACCOMPLISHMENT.- Upon receipt of pattern 
from customer, Pattern Handler shall enter the same 
properly in Day-book A, giving customer's name, and 
mark, showing the total of parts, loose pieces and 
core-boxes, and number of pieces pertaining to core- 
boxes of each pattern. He shall then stamp patterns 
with next consecutive works' number, and paste la- 
bels on, giving customer's name, marks, and our pat- 
tern number. 

He shall note on Day-book A condition of pattern, 
whether O.K. or broken, or parts or core-boxes miss- 
ing. If broken, or parts missing, condition shall at 
once be reported to Pattern Maker for repair. 

Pattern Handler shall deliver pattern to Crucible, 
with tags attached, by noon of the day following re- 
ceipt of pattern, obtaining receipt from the Receiving 
Clerk in Day-book B. Patterns going to O. H. De- 
partment must have tags attached and be entire, in 
the sense of having all loose pieces bradded to the 
patterns and also core-boxes with loose pieces brad- 
ded and core-prints all together. They must go to 
O. H. by noon of the second day after receipt of pat- 



SYSTEM 15 

terns, the Pattern Handler obtaining receipt of O. H. 
Receiving Clerk in Day-book B, provided riser bot- 
toms are on. Pattern Handler shall notify O. H. De- 
partment Receiving Clerk such deliveries are ready, 
informing him as to number, size, etc., so that Re- 
ceiving Clerk may know how many men to send for 
them. Core-boxes for O. H. Patterns shall be deliv- 
ered to Core-box House and receipt obtained from 
Foreman Core Maker. 

He shall listen to man who brings patterns from 
O. H. Department and Crucible Department, call off 
list of same, and sign O. H. or Crucible Day-book 
and enter them into his Day-book B as a record of 
Pattern Department, having received back patterns. 

Patterns received from O. H. and Crucible must 
be put away in proper bins at once. He must never 
allow patterns to accumulate on Pattern-shop floor. 

All patterns before being returned must be wiped 
off by Pattern Handler and be examined by Pattern 
Maker to see that no parts are missing and pattern is 
in right and workable shape. In case of missing parts, 
if they cannot be found they must be replaced ; or, if 
that seems impracticable, the customer must be noti- 
fied to repair at our expense. 

Upon receipt of order from Pattern Clerk, Pattern 
Handler shall box and prepare patterns for return, 
seeing that they are in proper repair and getting ex- 
press or freight receipt therefore. 

Duties, — The duty of Pattern Handler is to re- 
ceive, unbox, stamp, and deliver for work all patterns, 
and receive them back, store and box, and return pat- 
terns. 



16 SYSTEM 

System for Handling Patterns and Or- 
ders in O. H. Department. 

c 

It is most important that, patterns having arrived 
in shop, they be kept constantly in condition in re- 
spect to all loose pieces and points being on them ; 
that a constant and proper record be kept as to what 
is moulded, cast, and condemned ; that order shall be 
completely finished at the earliest moment ; and that 
patterns be returned to Pattern-shop promptly and 
in good shape. For this purpose the following system 
is devised. 

OBJECT I. — Receipt and care of patterns and 
core-boxes. 

ACCOMPLISHMENT-- Receiving Clerk, on be- 
ing notified by Pattern Department that patterns are 
ready to come to him, shall send necessary men at 
once to Pattern-shop for same, obtaining the men 
from Foreman. 

Pattern Department deposits in Receiving Corral 
of O. H. foundry pattern with red tag attached, in- 
dicating customer, order number, pattern number, 
parts, and loose pieces. O. H. Receiving Clerk shall 
receive no patterns from Pattern-shop until they 
are entire, in the sense of having all loose pieces 
bradded to the patterns, and also core-boxes with 
loose pieces bradded and core-prints all together. 
Core-boxes shall be delivered to Core-box House. 
Receiving Clerk checks patterns as to these points, 
and if found correct, signs for same in Pattern De- 



SYSTEM 17 



«na 



partment Day-book B, and makes record of same in 
his Day-book and puts patterns in bins. 

Receiving Clerk shall make record of issue and re- 
turn of patterns from moulders, making sure of issue 
and return of loose pieces and all parts. When pat- 
tern is finished moulding, Receiving Clerk shall re- 
turn same to Pattern-shop. These returns must be 
made at hours mutually agreed upon by Receiving 
Clerk and Pattern Clerk, and receipt for same ob- 
tained in book. Receiving Clerk shall report to Su- 
perintendent all cases of return of patterns by Mould- 
ers with loose pieces lost or patterns damaged. 

OBJ ECT 2.— To keep record of moulding of order 
up to completion and shipment. 

ACCOMPLISHMENT.— Long tags upon receipt 
of patterns must be hung on board provided therefor 
in order of date, and in bunches of ten consecutively, 
and shall be taken down when order is finished. 

Small tags are left attached to patterns and issued 
with them to Moulders, who must return them with 
pattern to Receiving Clerk, who sees that number 
moulded are entered on same. Receiving Clerk will 
issue to Moulder, on giving out patterns (or in case- 
Moulder helps another man on a job, he will get 
time note from Receiving Clerk), a time note pro- 
vided therefor, giving order, pattern, customer's name, 
and time of issue. When Moulder has finished job, or 
at the end of the day, or upon the Moulder leaving 
work or changing his job, he shall turn in to Receiv- 
ing Clerk this time note, and Receiving Clerk will 
enter time thereon. He shall take these time notes 
each morning and check off on order tracers number 



18 SYSTEM 



moulded against proper pattern number, so that 
tracers will always represent condition of order as 
to moulding. He shall then turn time note into 
estimating office for record, and shall daily turn in to 
Tracer Department a list of moulds made, with full 
data. 

Receiving Clerk shall get each day from the Fore- 
man a report of moulds broken or slagged, and from 
Cost Clerk slips of condemned castings, and will add 
to his order tracer and his short tag for these patterns 
a sufficient number to complete order. These reports 
he must get daily, turning them in to Tracer Depart- 
ment daily, after entering up record on his tracers. 

When Superintendent issues an order (on special 
blank for this purpose) to O. H. Department that the 
balance of an unfilled order is to be transferred to 
the Crucible Shop for completion, the following 
moves shall take place. 

Receiving Clerk shall take order tracers of this 
order, mark it " Balance to Crucible^' and treat order 
as completed. Then he shall send memorandum of 
original order as per moulding tracer to Tracer De- 
partment Office, which will have tracer issued to 
Crucible Department to finish rest of order. 

Duties, — The duties of O. H. Receiving Clerk 
shall be to keep patterns in Moulding-shop in good 
shape ; to see that tags indicative of number to be 
moulded are kept on pattern until order is finished ; 
to see that Moulders get time notes on all jobs indic- 
ative of work done and turn them in properly; to 
keep moulding-tracer record up to date as to condi- 
tion of order for moulding ; and to see that patterns 
are returned to Pattern-shop in good shape. 



SYSTEM 19 

System for Melting Department. 

c 

The life of good results in furnace practice is that 
records shall be made and observed of style and time 
of repairs of the furnace and composition and time 
of heats. For this purpose following system is devised. 

OBJECT.— To keep record of plans and repairs of 
furnace. 

ACCOMPLISHMENT.-A book shall be kept in 
Laboratory showing sketches of furnace and appurte- 
nances, and all changes must be sketched in this 
book. 

A record shall be kept in same book, giving time 
and results of all repairs to the furnaces. 

OBJECT- — To keep record of run of furnace and 
constituency of heats. 

ACCOMPLISHMENT.-A sheet giving date, 
number of heat, repair number, material and amounts 
charged, gas, coal, and miscellaneous material used, 
composition arrived at, hour and time of charging, 
name of Melter and Heater, heat of metal, shut-off 
of ladle, and time heat waited on mould floor, shall 
be filled out for every heat and turned in to the Cost 
Clerk, who shall send it to the Chemist, who shall 
enter it into Heat-book. 

Duties, — Duties of Melter in respect to this sys- 
tem shall be to furnish all necessary information to 
Chemist to keep records. 



20 SYSTEM 



Laboratory System. 



The Laboratory furnishes a record and guide to 
the Melting Department. As such, results should be 
carefully obtained, accurately and quickly made, and 
systematically recorded. 

OBJECT OF SYSTEM.-To keep record of 
(i) Record of furnace 

(2) O. H. furnace heats. 

(3) Relation of chemical and physical tests. 

(4) Chemical composition of stock used. 

(5) Analysis and date of Crucible melting. 

1ST ACCOMPLISHMENT.- Plans and record 
of results of changes in plans of furnace shall be 
kept in book provided therefor, and also records of 
runs of furnace in same book. 

2D ACCOMPLISHMENT.- Record of O. H. 
furnace heats. 

Record of heats shall be kept in Heat-book pro- 
vided therefor. 

3D ACCOMPLISHMENT.- Relative to chem- 
ical and physical tests. A book shall be kept, in con- 
secutive order, of points of carbon, several pages being 
allowed for each carbon, that there may be plenty of 
room for future tests, giving chemical composition of 
heats and physical tests obtained from bars cast on 
these heats, and all obtainable data as to treatment. 

4TH ACCOM PLISHMENT.-Chemical composi- 
tion of stock used. A book shall be kept giving de- 



SYSTEM 21 

scription and analysis of stock used, the stock being 
numbered according to composition as it arrives. 

5TH ACCOMPLISHMENT.- Analysis and data 
of Crucible melting. A book shall be kept with such 
data and analysis of Crucible steel as shall be daily 
obtained. 

Duties, — The duty of the Chemist shall be to aid 
Melting Department by keeping proper and prompt 
analysis and proper and complete records. 



22 SYSTEM 

System of Chipping and Shipping 
Departments. 

c 

In chipping and shipping castings it should be the 
aim to perform these operations as economically and 
as well as possible. An order should be shipped 
complete if possible, or at least in as large quantity 
as possible, that freight may be saved either to the 
Company or the customer, and special pains should 
be exercised to meet the wishes of the customer as 
to size and mode of shipment ; or in case no direc- 
tions are given, that the interest of the customer be 
looked after as carefully as possible. Especial care 
should be taken that castings are free from defects 
and are like the pattern. 

To accomplish this the following systems are de- 
vised. 

System for Chipping and Machining Record. 

In oraer that improvement may constantly be made 
by comparison day by day, records shall daily be 
made, in book provided therefor, of all day work and 
piece work of all chipping and machining. These 
records should be constantly gone over critically by 
head of Chipping Department. 

OBJECT. — To keep records of chipping and 
machining. 

ACCOMPLISHMENT.-Chipper Foreman shall 
issue time notes to all chippers upon starting job. 



SYSTEM 23 



putting on time notes names and numbers of men, 
time starting, description of job, and time of finish- 
ing. These time notes shall make a complete day in 
point of number of hours for each man. After being 
signed by Foreman as indication that work is passed 
as O. K., time notes shall be turned in to Record 
Clerk, who shall enter same opposite names of chip- 
pers, daily, showing chippers who worked in pairs, 
amount of work they did, and money earned. He 
shall also select those jobs that have a number to 
make or are standard jobs and keep record separately 
of them in book provided therefor, that lowest rate 
for cleaning may be discovered. 

Machining. 

OBJECT.— To record amount and cost of work 
done by various machines ; i.e., efficiency of machines. 

ACCOMPLISHMENT. -Each machine shall be 
numbered and a record in book provided therefor 
kept, by turn, of piece, weight, size of riser, square of 
bottom, and height, and length of time to machine, 
giving name of machine hand. 

OBJECT.— To record efficiency of men. 

ACCOMPLISHMENT.- A record shall be kept 
of all stoppages of machines for any cause whatso- 
ever, reason of stopping, and name of machinist ; like- 
wise a daily inspection shall be made of cleanliness 
of tools and report of same made. 

Duties, — The duties of Chipping Recording Clerk 
shall be to keep records as above, and call to atten- 
tion of head of Chipping Department all such rec- 
ords as seem to him to call for improvement in econ- 
omy or method of chipping. 



24 SYSTEM 

Inspector of Castings, 
e 

It is important that our castings on leaving our 
works should be in condition to be satisfactory to 
the customer, in order to prevent complaints, expense 
of return, and rejection. To accomplish this condi- 
tion, every casting before being shipped must be 
carefully examined and reported upon by an In- 
spector of Castings, who shall work under following 
system. 

OBJECT.— To make sure that casting before leav- 
ing the works shall be fit for the use it is intended to 
be put, and satisfactory to customer. 

ACCOMPLISHMENT. — Every shipping-memo- 
randum must have attached to it a slip provided 
therefor, giving result of careful inspection on cast- 
ing on following points : 

Trueness to pattern. 

Cores in centre. 

Sufficient finish on finished parts. 

Shifting of parts. 

Shrinkage-holes. 

Pulls. 

Other defects. 

The slip must be signed by Inspector making in- 
spection, and in case there is a defect same must be 
referred to the head of the Chipping Department, 
who shall make proper disposition, and in case of 
shipment, sign the slip, so that in case of return of 



SYSTEM 25 

the casting responsibility for its shipment may be 
placed. These slips shall go to main office and be 
filed in proper order. 

Duties, — Inspectors of Castings shall constantly 
look for defects in castings and report promptly to 
head of Chipping Department as provided above. 
It is of course desirable that defects shall be re- 
ported as promptly as possible, so that no more 
work than necessary may be done on defective cast- 
ings. Inspectors shall also report condemned and 
returned castings as outlined below. 

Rules Governing Report and Handling of Con- 
demned Castings. 

OBJECT-— To report defects that are seriously 
injurious to the efficiency of the casting, in order 
that proper remedy may be applied and that replace- 
ment may be made. 

ACCOWIPLISHWIENT.-The Inspectors of Cast- 
ings shall be on the lookout constantly for serious 
defects in castings, and report same to head of Chip- 
ping Department. When he condemns same. Inspec- 
tor shall make out, on blank provided therefor, report 
of condemnation, giving defect, description of cast- 
ing, works' order number and pattern number, and 
customer's name. This slip shall be given first to 
O. H. Receiving Clerk, who shall enter on original 
order to replace and also tag the pattern for remak- 
ing of number condemned. Slip shall then be sent 
to Tracer Department to be entered in Order-book. 
Then it shall be sent to Cost Clerk, where it shall be 
entered in condemned casting record. Cost Clerk 
shall make out a note of condemned casting, giving 



26 SYSTEM 

defect, description of casting, works' order number, 
pattern number, customer's name. This note shall 
be turned in to Superintendent, who will make such 
note as he sees fit and send same to Foreman 
Moulder. Foreman shall see the defective casting 
and call same to the attention of whomsoever is re- 
sponsible among his men, and discuss means of rem- 
edy, returning slip to Superintendent with comment. 
Casting shall then be put into scrap for remelting. 

Rules Governing Report and Handling of Re- 
turned Castings. 

OBJECT.— To discover nature of defect, and re- 
port promptly for crediting customer, remaking of 
casting, or return to customer after repair. 

ACCOM PLISHMENT. — In cases of return of cast- 
ings from customers, Inspector of Castings shall make 
written report on blank provided therefor within 24 
hours, giving customer*s name, works' order and pat- 
tern number, and date of shipment. Said informa- 
tion to be furnished by main office on Inspector of 
Casting's demand for it. 

The head of Chipping Department shall note ap- 
parent defects on report and turn in to Superintend- 
ent's office. It will be O. K.'d by Superintendent, dis- 
position indicated to head of Chipping Department, 
note made that re-order has, should, or should not be 
issued, and Superintendent's Clerk shall make out 
proper memo, to Pattern Clerk to have re-order put 
through at once. It will then be sent to Cost Clerk, 
who will make slip out for Foreman similar to con- 
demned casting-slip, giving notice of defect. Slip will 
then be sent to Bill Department for credit. 



SYSTEM 27 

Rules Governing O. H. Shipping De- 
partment. 

c 

OBJECT I. — The correct weighing and shipping 
of all castings, giving the office correct memoranda 
of all castings shipped. 

ACCOMPLISHMENT.-The Tracer Follower 
who has in his charge tracer copies of all O. H. or- 
ders shall inform Shipper to whom casting is going, 
works' order and pattern number, and mode of ship- 
ment, noting carefully directions on tracer as to ship- 
ments. He shall weigh all large castings, i.e., castings 
weighed on 5,000 and 50,000 lb. scales, without refer- 
ence to weight given by Shipper, as a check on Ship- 
per's weights. He shall have a tracer for every order, 
and shall familiarize himself with all patterns, to be 
able to identify castings, by visiting Pattern-shop each 
day and making sketch of pattern on tracer. 

The Tracer Follower, on receiving from Receiving 
Clerk O. H. Department memoranda showing change 
of order from O. H. Department to Crucible shop, 
shall treat his tracers as a completed order, noting on 
same, however, that unfilled balance has been trans- 
ferred to Crucible shop, making sure that the number 
of castings completed agrees with the number ac- 
counted for on the memoranda. 

The Tracer Follower shall, with the assistance of 
the O. H. Receiving Clerk, daily make a list of cast- 
ings cast on the previous day. This list he shall turn 



28 SYSTEM 



in to Tracer Department, that record may be made 
thereof for daily history. 

The Weigher shall take instructions from Tracer 
Follower as to what castings to ship. He shall weigh 
and mark all castings shipped, and make out memo- 
randa of shipment for same, on blanks provided there- 
for, at the time when they are weighed. He shall 
place on each and every memorandum of shipment 
the number of the car into which said shipment goes, 
and date of loading. He shall balance the scales 
every time he starts to weigh castings, and report 
to Superintendent at once any inaccuracies in same. 
He shall send shipping-memoranda to main ofHce 
for billing and record. 

The Car Checker shall compare the number of 
castings in the freight-car, for each customer, with 
the number called for on bill of lading, and report any 
discrepancies. He shall deliver bills of lading to the 
Freight Agent at West St. before 1.30 p.m. He shall 
make two lists of all castings in freight-car, returning 
one to head of department and one to office for 
check. He shall go once a week to Charlestown 
Transfer Station of B. & M. R.R., to see that no ship- 
ments have been held up, and make weekly report to 
head of Shipping Department. 

The Shipping Department must look up all over 
and short reports received from the railroad, and re- 
turn same, with explanation, to the main office. 

The Checker will receive from the office the rail- 
road over and short reports, and return them to of- 
fice on same day as received, w4th explanation in 
writing. 



SYSTEM 29 



All castings must bear Casting Inspector's mark 
before being shipped. 

Duties. — Subject to the system of the Chipping 
Department, it shall be the duty of the Recording 
Clerk to keep the records of chipping and machin- 
ing. The duty of the Tracer Follower shall be to see 
that castings are properly identified and properly 
shipped. The Inspectors of Castings shall see that 
castings shipped shall be free from injurious defects, 
and make such reports as come under their system. 
The duty of the Weigher shall be to weigh and make 
out and send to main office all shipping-memoranda. 
The duty of the Checker shall be in part to check 
the bills of lading against castings actually loaded, 
that no mistake may be made. 



30 SYSTEM 



Tracer Department. 

c 

This department is established for the sole purpose 
of following orders to complete shipment. It has in 
view two main ideas : — 

First: That if we fill orders for our customers 
promptly, and keep promises made to them about 
fulfilment of orders, they will continue to give us 
their trade, and are even willing to pay more for good 
service. 

Second: That if we fill orders for our custom- 
ers promptly we can make better shipments, get 
our pay more promptly, and keep closer tabs on our 
business. All those in this department, therefore, are 
only useful to it as they accomplish the result of 
keeping all promises to the date, and keeping all or- 
ders filled promptly and completely. 

For convenience of operation, the following divi- 
sions are made : 

1. Answering of correspondence (Head of 

Department). 

2. Keeping of records. 

3. Keeping of O. H. promises. 

4. Keeping of Crucible promises. 

5. Completion of old orders. 

OBJECT I. — To answer promptly and fully all 
correspondence relative to orders and patterns. 

ACCOMPLISHMENT.- The file of letters of in- 
quiry shall come daily from main office, after being 
passed by General Manager, with promise tracer giv- 



SYSTEM 81 



ing information as to condition of orders. They shall 
go to Tracer Department for record, as provided for 
in Correspondence System, and shall go to Superin- 
tendent. They shall then go to the Tracer Depart- 
ment again, and in case of letters asking for promise 
on orders in hand, the head of the department shall 
discover condition of said order, and make in plain 
and complete terms as quick promise as can reason- 
ably be made, answering letters promptly to custom- 
ers. In case of letters asking about patterns, he shall 
discover information from or transmit it to the Pat- 
tern Clerk, and answer letter promptly, noting on 
same that Pattern Clerk has been notified through 
Pattern Return Book (see Pattern System). 

In case of letters asking or giving other informa- 
tion, he shall discover it or transmit it to proper par- 
ties, making plain note to that effect on letter, an- 
swering letter promptly. 

Mail that comes over before i p.m. must be an- 
swered the same day, except Saturday. Mail that 
comes over after i p.m., and Saturday's mail, must be 
answered before 4 p.m. the next day. All mail must 
be answered completely, and in plain manner, giving 
always definite dates, and without ambiguity. Tele- 
grams or telephone messages must be answered at 
once. 

^ The Recording Clerk will check up against list 
sent with letters received, and on returning same will 
check them up again to see that all letters are re- 
turned as provided for in Correspondence System. 

OBJECTS.— To fulfil promptly or anticipate all 
promises made on orders. 



32 SYSTEM 

ACCOMPLISHMENT-— After answers are put on 
letters they shall be turned over to Recording Clerk, 
who will enter promises on cards provided therefor 
and kept separately as to Open Hearth or Crucible 
and consecutively as to date, and giving name of ' 
customer, works' order number, pattern number, and 
number ordered. He shall at the same time make out 
for each order a promise tracer, bearing date of prom- 
ise, name of customer, works' order number, pattern 
number, and number due, and shall deliver same to 
Promise Clerk. In entering promises, those made to 
customers shall be marked " C " ; also those marked 
on orders by Main Office Clerk (same marks being 
simply transference from original orders, expressing 
desire or need of customers) shall be marked " C," 
while those marked on orders with pencil by Super- - 
intendent or others shall be marked " W," as they are 
only indications as to what should be done. The " C " 
promises shall always have preference. When prom- 
ises are filled Promise Clerk shall turn in promise 
tracer, with date of shipment, to Recording Clerk, 
who shall transfer corresponding cards to boxes 
marked " C " and " W " promises, and they shall be 
kept in order of promptness of fulfilment as ''on 
tinul' " 2 days late,'' " 2 days advance,'' etc. Likewise 
a list posted in office, one for O. H. and one for Cru- 
cible promises, shall be kept daily, giving percentage ^ 
of " C " and " W " promises, kept separately. In cases 
where it is found impossible to keep a promise the 
Promise Clerk shall notify the head of the depart- 
ment in writing, by noon of the day of promise, cause 
of failure to keep promise and date when shipment 



SYSTEM 33 

will be made, and he will transmit same to Superin- 
tendent, who may cause to be written to the cus- 
tomer the information that the promise will not be 
kept, giving" a new date for shipment. 

OBJECT 3.— To keep old orders up to date, and 
to fulfil all orders in reasonable time. 

ACCOMPLISHMENT.-Separate lists of old or- 
ders O. H. and Crucible shall be kept in Tracer De- 
partment office up to first of previous month or 
within such closer date as Superintendent or head 
of Tracer Department shall decide. These lists shall 
be in charge of Old Order Clerk, who shall have them 
shipped as rapidly as possible. A list shall be kept 
with them, detailing, after each running date, the num- 
ber of patterns still unshipped on that day. 

OBJECT 4.-— To make sure that all contracts 
made for castings are lived up to by ourselves, and 
that we may know that other party to same is en- 
deavoring to do the same. 

ACCOMPLISHMENT.~A book, called "Con- 
tract-book," shall be kept, with proper index, and all 
contracts, with tonnage per month in time limit, shall 
be put down in same, a plan outlined for fulfilment 
of same, and a record kept as castings are shipped 
as to what is being done daily towards fulfilment. In 
case of contract covering the case of continuous or- 
ders of a certain tonnage per stated period, each order 
as received shall be entered in this book, with weights 
as obtained from Estimating Department, and bal- 
ance periodically struck, to see that contract is being 
lived up to. 



34 SYSTEM 



Duties of Members of Department. 

1. Head of department shall answer correspond- 
ence, make promises, and constantly go over the 
work of the other members, who will be responsible 
to him. 

2. Duties of Recording Clerk. Recording Clerk 
shall enter records and keep book as described in 
system. In addition, he shall keep an Order-book 
into which shall be entered the orders as they 
come from Pattern Department, entering them into 
separate books as to O. H. or Crucible orders, consec- 
utively as to order number. He shall enter opposite 
order and pattern number, the number moulded, and 
date, in column provided therefor, each day, from 
time notes turned in to him by O. H. Receiving Clerk, 
turning time notes over to Estimate Clerk when he 
finishes them. Likewise, those cast from list furnished 
by O. H. Tracer Follower, which lists he shall keep 
on file, and list of shipments furnished by O. H. Ship- 
per, shall be daily entered, which slips he shall 
send to Superintendent's Clerk. All this, that we 
may have running and complete record of our 
orders. He shall likewise enter condemnations and 
broken moulds in columns provided therefor. These 
shall he get from O. H. Receiving Clerk, and, after 
entering, turn over to Cost Clerk. 

3. Moulding tracers shall be turned in to him 
when finished, and he shall check his book by them 
and file away. Shipping tracers shall be turned in 
to him by O. H. and Crucible Shipping Clerk, and 
he shall send them to main office to check up with rec- 



SYSTEM 35 

ord there, and on their return shall check his books 
by them. In case mistake is made, he shall turn same 
over to System Inspector. 

4. O. H. Promise Clerk shall be responsible for 
keeping O. H. promises to the date; but he shall en- 
deavor to anticipate as much as possible, and he shall 
report to head of department, by noon daily, condi- 
tion and prospects of fulfilment of promises for the 
next day. 

5. Crucible Promise Clerk shall be responsible 
for keeping Crucible promises to the date; but he 
shall endeavor to anticipate as much as possible, 
and shall report to head of department, by noon daily, 
condition and prospects of fulfilment of promises for 
the next day. 

6. Old Order Clerk shall be responsible for keep- 
ing promises up to date. 



36 SYSTEM 

System Governing Power and Machin- 
ery Department. 

c 

It is essential for economy's sake that the efficiency 
of every machine be known, that the relation of coal 
and water used to power produced be known, that 
the amount of coal used and value obtained therefor 
in all places be recorded, and that number and 
amount of repairs on all machines be recorded. For 
this purpose the following system is devised. 

OBJECT-— To obtain efficiency of boilers and rec- 
ord of coal used and water therein. 

ACCOMPLISHMENT. -All coal brought into 
the Power-house shall be weighed and record kept, 
and water into boilers shall run through meter and 
record kept thereof; also record of labor, cost, and 
miscellaneous supplies shall be kept. Record shall 
likewise be kept of horse-power used. These records 
shall be kept in form and book provided therefor, in 
periods of day and night, — 12 hours each period, — 
and efficiency of boiler, each period and week, worked 
out. These records and book shall be kept by Mas- 
ter Mechanic. 

OBJECT-— To obtain efficiency of machines. 

ACCOMPLISHMENT--With the aid of indica- 
tor, wattmeter, ammeter, and voltmeter, the horse- 
power developed or used by each machine under 
varying conditions shall be obtained and recorded in 
book provided therefor, and changes for betterment 



SYSTEM 37 

as indicated by these records shall be made from time 
to time as they shall appear. 

This record shall be kept by Master Mechanic. 

OBJECT-— To record use of coal in all places on 
the plant. 

ACCOMPLISH MENT.-All coal that is used on 
the plant shall be weighed as delivered, and reported 
to Record Clerk of Shipping Department, who shall 
in book provided therefor record same as to weight, 
quality, and place of use, and he shall report same 
daily to Cost Clerk, that same may enter into daily 
and weekly cost. 

OBJECT- — To keep account of repairs on all ma- 
chinery. 

ACCOMPLISHMENT.-All men repairing ma- 
chinery shall work on time notes furnished by Mas- 
ter Mechanic, and shall enter on these notes time 
spent and material used on repairing machine, giving 
number of machine. From these notes shall be en- 
tered the value of labor and supplies used on repair 
separately, into a book provided therefor, and giv- 
ing the machines by name and number, and the date 
of repair. This record shall be kept by Superintend- 
ent's Clerk. Also, a daily report to Superintendent 
shall be made on list proyided therefor, giving work- 
ing condition of each machine and extent of any 
break-downs in previous 24 hours. 

Duties, — It shall be the duty of Master Mechanic 
to see that sufficient and proper supplies for repairs 
are safely kept on hand; that all instruments are 
properly taken care of; that the machines are in con- 
stant good repair; that power is sufficient and yet 



38 SYSTEM 



economized ; that new construction is pushed to com- 
pletion ; to consider the displacement or replacement 
of machines ; that constant data for records are taken ; 
and to keep the whole department of power and ma- 
chines in first-class condition. 



SYSTEM 39 

System for Masons' Department. 

c 

It is essential that all furnaces and ladles should 
be kept in strictly first-class condition to get the most 
economy of coal and heat. Yet brick and labor are 
too valuable to waste. Therefore, records should be 
kept of style of furnaces used, and frequency and 
amounts of repair. For this purpose the following 
system is devised. 

OBJ ECT-— To keep plans of all furnaces or mason 
work liable to change, and records of all changes of 
plans. 

ACCOMPLISHMENT-- Inabookprovided there- 
for shall be drawn plans of all furnaces, with all im- 
portant details clearly made; and at any time that 
change is found necessary in plans same shall be 
clearly shown by drawings with date, and later note as 
to value. 

OBJECT- — To keep record of repairs on furnaces 
and ladles. 

ACCOMPLISHMENT.- Mason shall daily turn 
in to Cost Department and Superintendent's Clerk a 
list giving masons' time, laborers' time, and material 
used in repairs. Cost Clerk shall use list turned in to 
him as basis for daily and weekly cost of Masons' 
Department. Superintendent's Clerk shall in book 
provided therefor record the cost of labor and mate- 
rial separately, with date of all repairs by name, and 
position of furnace or ladle. 



40 SYSTEM 



Duties. — The duty of Mason shall be to see that 
all furnaces and ladles are in good repair constantly ; 
that proper date for above records is kept ; that sup- 
plies are kept on hand in sufficient quantity. 



SYSTEM 41 



Tool Storeroom. 



Since the life of work is to have sufficient and 
proper tools with which to work, it is most necessary 
that all proper tools be kept always on hand and in 
good repair, and in necessary quantity. The Store- 
keeper will fill his position satisfactorily only by see- 
ing that above is done. The following system is de- 
vised to assist in this. 

OBJECT-— To keep on hand sufficient tools in 
good repair for use of men working on the plant. 

ACCOMPLISHMENT.- The Storekeeper must 
keep each kind of tool in two separate quantities 
The larger quantity will be called regular stock, and 
the smaller quantity reserve. He must issue only from 
regular stock until it is exhausted, then take from the 
reserve, when he must at once order more from Su- 
perintendent. When the new supply arrives he must 
at once replace what he has taken from reserve. 

He shall report to Superintendent any demand for 
tool he has not in stock, and shall do all in his power 
to keep all men supplied with tools. 

OBJECT.— To insure return of all tools, and in 
good repair. 

ACCOMPLISHMENT.— Any man desiring a tool 
shall be given it, upon giving his name and number. 
The tool, by its name and number, shall be charged 
him ; and upon his not returning it at the end of his 
turn, he shall be reported, and reported again every 



42 SYSTEM 



day until he shall have returned it or paid the dock 
of 5 cents per day which shall be charged him for 
non-return of tool for a period of two weeks. If re- 
turned in broken condition, user shall be reported, 
and he shall be docked 15 cents. 

In case of issue of supplies. Storekeeper shall, on 
reasonable demand, give out nails, bolts, etc., and 
make note of weight issued, turning report of same 
into Superintendent's office daily. In case of clamps 
and wedges he shall report, daily, number turned in 
and number issued. 

Duties, — It shall be the duty of the Toolroom 
Keeper to keep a full supply of good tools on hand, 
to see that those given out are returned, and in good 
condition, and to make daily report, regardless of per- 
sons, to the Superintendent, of all tools not returned 
on time, or in bad condition, and name of man to 
whom issued. 

Storekeeper shall, every Monday morning, furnish 
to Superintendent a list of all material and tools on 
hand. This shall be copied into a weekly comparison 
record-book. 



SYSTEM 43 

Timekeeper. 

c 

One of the most important items in time-keeping 
is accuracy, in order that justice may be done both 
to the men and to the Company. The greatest care 
should be exercised, and thorough investigation made 
of all doubtful cases. Regularity will be found a great 
aid in the weekly work. 

OBJECT-— To keep proper record of time of men. 

ACCOMPLISHMENT. — Every man must ring 
up the regular time on clock and card provided there- 
for. No man must be paid for time not punched in 
the clock, nor paid for overtime not signed for by 
foreman. 

As a check, all men must be personally checked 
off by an office-boy seeing the men every day, and 
night watchman at night. He shall do so by check- 
ing off each by a list in a book. The boy and watch- 
man who do the checking are to be offered a bonus of 
25 cents for every man they ascertain is out when 
his card shows he is in. All men reported out by them 
as out shall be looked up to see whether their cards 
are punched, and list and cards must agree in this 
respect. All discrepancies must be looked into at 
once, and reported to Superintendent. In any case 
where a man appears on the clock as in but has not 
been seen by boy, the boy must search again ; and if 
unable to find him, this very suspicious circumstance 



44 SYSTEM 



must be reported to the Timekeeper at once, who 
shall investigate and report to Superintendent. 

OBJECT. — To make out pay-roll. 

ACCOM PLISHMENT. - Daily Pay-roll Clerk will 
total up time-cards daily, handing them to Superin- 
tendent's Clerk on Monday morning. 

Monday: Superintendent's Clerk to total and 
check time-cards, turning them over as fast as 
checked to Timekeeper. Timekeeper to enter new 
men, bonus, fines. Checking-book should be used in 
comparison with cards, beginning every Monday, to 
see if the man is in or not. 

Time to be copied in Pay-roll Book and extensions 
made. 

Tuesday : Finishing of extensions. 

Wednesday: Timekeeper will take pay-roll to 
main office to be checked. Write up Pay-roll Cost- 
book. Write out pay-checks. 

Thursday : Finish writing and distribute pay- 
checks. 

Friday: Getting out night list and writing en- 
velopes. Proving pay-roll; writing day envelopes. 

Saturday: Finish writing and check day en- 
velopes. Make out pay-roll voucher. 

PENALTIES. — I. One-half hour must be deducted 
from the time of all men who ring starting-time in 
on their cards after whistle blows. 

2. In cases where a man fails to ring in on his 
card, but Foreman vouches that he worked, he shall 
be paid time minus one hour's penalty. 

3. All docks for non-return or breakage of tools 
or misdemeanor shall be deducted from weekly pay 



SYSTEM 45 



of offender, but only upon proper and written au- 
thority of Superintendent or Assistant 

Duties, — It shall be the duty of Timekeeper to see 
that every man in the Company's employ has a num- 
ber given him, and a card properly marked and prop- 
erly understood by said man on which to ring in his 
time. He shall see that every employee gets full time 
and no more. He shall investigate promptly any com- 
plaint of employee as to time, and he shall make full 
and clear explanation to any employee concerning 
his time or money, upon proper request. He shall be 
responsible for fulfilment of above system. 



46 SYSTEM 

Storekeeper Supplies. 

It is an expensive system that compels the carrying 
of a large supply of materials on hand all the time. 
It is an equally expensive one that compels delay 
whenever anything is wanted. The good Storekeeper, 
by observation, endeavors to steer the middle course 
and keep on hand just those things that are wanted. 

OBJECT.— To keep on hand sufficient stock of 
supplies for all proper use on plant. 

ACCOMPLISHMENT.- Storekeeper shall keep 
all his supplies in two separated quantities, one des- 
ignated as regular stock and the other as reserve. 

He shall issue supplies from regular stock until ex- 
hausted, and then draw on his reserve ; but on same 
day he takes from reserve he must report to Super- 
intendent that he needs a fresh supply. 

He must report to Superintendent any demand for 
material of which he has none. 

He must skilfully calculate the size of his reserve 
in order that it may be large enough to last over 
the ordering period. When new supply arrives he 
must at once replace what he has taken from re- 
serve. 

OBJECT.— To keep track of supplies and see that 
they are put to proper use. 

ACCOMPLISHMENT.- Upon arrival, all sup- 
plies shall be put away in proper place, and tagged as 
to date of arrival and purpose intended for ; and slip 



SYSTEM 47 



provided therefor must be dated, signed, and sent to 
Purchasing Department, showing arrival and condi- 
tion of goods. No suppHes shall be issued except on 
order of proper authority, as per list, and note made 
in writing of disposition on tag. When all material 
is used tag shall be sent to Purchasing Department, 
where it shall be handled as provided for in Purchas- 
ing Department System. 

Duties, — The duty of Supply Storekeeper shall be 
to keep on hand supplies needed in probable quanti- 
ties, to see that goods arriving are O. K., and to see 
that they are issued for use only, and to the proper 
and responsible party. 



48 SYSTEM 

System for Yard, 
c 

The greatest economy that can be practised in the 
yard is in the placing and care of material that it may 
have proper protection from scattering and from the 
weather, and that no larger haul to point of use than 
necessary is compelled. 

A second economy is to be obtained in the unload- 
ing and distributing material in the cheapest manner, 
which is usually by piece work. 

To crystallize this work the following system is 
devised. 

OBJECT-— To unload material or move same as 
cheaply as possible. 

ACCOMPLISHMENT. -Yard Foreman shall see 
that all material, whenever possible, is moved by the 
piece, and wherever there is not a standard rate he 
shall consult Superintendent or Assistant as to proper 
rate. He shall keep a time-book of all of his men, and 
turn in daily to Timekeeper a list of hours and wages 
of men. He shall turn a similar list in to Superin- 
tendent's Clerk, who shall keep record in indexed 
book provided therefor of work and rates. 

OB JECT.— To unload in best manner, and in best 
places, all material. 

ACCOMPLISHMENT.-Yard Foreman, on re- 
ceipt of any material to be stored in yard, shall con- 
sult Superintendent or Assistant as to proper loca- 
tion of same, which location should be guided by ul- 



SYSTEM ^ 49 



timate use of said material, and condition of yards as 
to bins. All material unloaded in yards must be 
placed as compactly as possible — in bins if possible, 
and on good bottom. In case of scrap, Yard Foreman 
must take sample for analysis to Chemist, who shall 
say where it shall be unloaded. Yard Foreman shall 
see that scrap piles are numbered per direction of 
Chemist. Yard Foreman shall see that men moving 
coal and sand move this material always from the 
bottom of the pile, and not leave it strewn around 6 
or 8 inches deep on the ground while they attack the 
body of the pile. This same rule shall apply to re- 
moval of all material. Yard Foreman shall be re- 
sponsible for good repair of all machinery in use in 
yard. 

Duties. — The duty of Yard Foreman is to have 
charge of all yardmen and their operations, and to 
be responsible for carrying out of above system. 



50 SYSTEM 



System for Superintendent's Clerk. 

n 

A Superintendent has much to do in a clerical way, 
— letters he wants written, orders made out, reports 
he wants to make or made to him, records he wants 
kept, or odd duties that he does not know whom to 
put upon. The Superintendent's Clerk is to supply 
this deficiency. For his guidance the following sys- 
tem is devised. 

OBJECT-— To assist Superintendent clerically. 

ACCOMPLISHMENT.- He shall take dictation 
of letters from Superintendent, and shall send same 
through the office of General Manager for copy and 
record. 

He shall make out orders for material upon de- 
mand, and put them upon Superintendent's desk for 
approval. 

He shall see that all reports, daily or otherwise, 
are put on Superintendent's desk as specified on list 
of reports due, as furnished him. 

He shall keep all records where it is so specified 
in other systems. 

He shall keep, on board provided therefor, a record 
of orders issued by Superintendent, and follow them 
up regularly as to whether they are fulfilled, making 
report, beginning and middle of week, to Superin- 
tendent. 

He shall keep Works' Key System as provided in 
said system. 

He shall perform such other duties as may arise. 

Duties. — Superintendent's Clerk shall assist the 
Superintendent in whatever way possible. 



SYSTEM 51 



Works' Key System. 



OBJECT- — To keep account of keys used in the 
works. 

ACCOMPLISHMENT.- Each key is to be num- 
bered with brass tag by Superintendent's Clerk. 
There will be two key-boards, one of which is desig- 
nated as Reserve Key-Board, on which at all times 
there must be not less than one key of each number ; 
the other to be called Daily Key-Board, on which 
keys taken in morning are to be put each night. 

A book, to be called " Works' Key Ledger," is to 
be kept by Superintendent's Clerk. This book is to 
show for what purpose each key is, how many keys 
of each number there are, to whom issued, and when, 
and date of return. This book is to show also which 
keys are issued daily and which are issued for any 
length of time; this to be shown by placing "D" 
for daily, " T " for time, in the column of the ledger 
marked " Daily or Time." 

No key is to be issued and no new keys are to be 
made without order approved by Superintendent. 

Each person to whom key is issued is to be held 
responsible for same until returned, and in case of 
loss he is to pay cost of new key. 

In issuing a key to any one (as above described) 
on time (that is, for any period that is not daily), said 
person will sign name and number to slip on which 
is stated the number of the key which he is getting, 
also date. On return of key, this slip will be returned 
to the party, with date of return placed upon same. 



52 SYSTEM 



Persons getting daily key (that is, keys to be re- 
turned each day to the Daily Key-Board) will sign 
name and number on slip on which is stated the 
number of the key he is getting, also date ; and when 
he ceases to be responsible for such key, he is to 
notify Superintendent's Clerk and get a slip back, 
same as on time key. 

Unless specially designated by Superintendent, 
keys are to be returned each night and hung on 
board. Any one failing to do this will be fined 25 
cents for each offence. 

Night Watchman to be furnished with list of daily 
keys, and to report to Superintendent's Clerk each 
day the non-return of any. 



SYSTEM 53 

System for Costs. 

c. 

Costs are the history of a company's actions, and 
are the guides for future conduct. They should, 
therefore, be as detailed and as accurate as it is pos- 
sible to get them, in order that it may be known just 
what the faults of past experience have been and what 
they point to, as guidance for the future. 

The following is the system devised for cost keep- 
ing. 

OBJECT- — To keep daily cost in detail by depart- 
ments and divisions of operation, and as against this 
cost to keep record or history of daily results obtained 
in different departments in quantity and value, or by 
standards set. 

ACCOIVIPLISHIVIENT--Cost Clerk or Assistant 
shall keep in book provided therefor a^daily record of 
costs in detail and order as designed, and a history 
of proceedings in all departments, giving quantity 
and value produced, or such other information as 
stipulated. Two copies of this record shall be made, 
and one put on President's and one on General 
Manager's desk by 5 p.m. each day, giving record up 
to 6 P.M. of previous day. This shall be done sepa- 
rately for O. H. and Crucible plant. 

On board provided therefor in office a history of 
costs and results shall be kept, and daily, by 5 p.m., 
corrected for day previous. This shall be done by 
Cost Clerk or Assistant, and is to make a public 



54 SYSTEM 



record or reminder to all interested of results and cost 
details thereof. He shall also keep records of con- 
demned and returned castings, and send detailed ac- 
count of same to Foreman, as outlined in rules gov- 
erning condemned and returned castings. 

OBJECT.— To keep weekly cost in detail by de- 
partments and divisions of operations or supplies 
thereof, and such additional costs as may be stipula- 
ted, and against this the value of weekly shipments. 

ACCOMPLISHMENT. -Cost Clerk shall keep in 
book provided therefor a record of costs in detail and 
order as designed, and against this the value in dollars 
and quantity in pounds of weekly shipments. The 
costs shall be worked out into cost per pound of 
shipped pounds, not for one week, but for added 
weeks from given date to running date. This record 
shall be kept separately for O. H. and Crucible. 

OBJECT. — To make results so obtained of use, 
and with the object of enlisting help of all concerned 
towards most economical results. 

ACCOMPLISHMENT.- Cost Clerk shall send to 
all Foremen weekly a slip showing costs for last weeks 
in detail in said Foreman's department, and lists of 
at least three next back weeks in order for compari- 
son. These lists shall be put on desk of Superin- 
tendent by Thursday of each week. He will make 
such notes and requests for investigation as he 
thinks fit, and forward same to Foreman, whose duty 
it shall be to endeavor to reduce costs in some desir- 
able way. These lists shall be turned back into Cost 
Department by Monday following Thursday of issue. 



SYSTEM 55 



Duties. — The duties of Cost Clerk and Assistant 
shall be to keep costs as indicated by system and 
records for O. H. and Crucible shop of information 
gathered for costs as designed. 



56 SYSTEM 

System for Estimating. 

A machine builder knows the cost of each and all 
operations of manufacture; so also should a Steel 
Foundry, and the price put on any particular job 
should be a price at which he can make a profit on 
that particular job. With that idea in mind the Esti- 
mating Department is devised to undertake this work. 4 
We should estimate on every order we get, to be sure 
price we get is higher than cost of manufacture. Also 
whenever asked to bid on work we should estimate 
probable cost as a basis of price. The following sys- 
tem is devised with that end in view. 

OBJECT.— To estimate on all castings we are 
asked to bid on, and to estimate on all orders we get, 
with the idea of fixing a price which shall be above 
the cost. 

ACCOMPLISHIVIENT. — All inquiries for prices 
shall be sent to Estimating Department, where esti- 
mate of cost shall be made and submitted to Gen- 
eral Manager as a basis of price. 

All tracers shall go from Tracer Department to 
Estimating Department, where they shall be entered 
into books for estimating in consecutive order, and • 
an estimate of weight, cost, and value shall be made, 
as a basis of price. This refers to both O. H. and 
Crucible castings, though they shall be kept in sep- 
arate books. 

The method of estimating shall be as follows — 



SYSTEM 57 



weight of casting must first be estimated, if we have 
not made it before, in which case it can be obtained 
from records. Estimate then to be made as follows : 

Cost of metal — cts. per lb. (shown by cost sheet). 

Cost of moulding — Moulders' wages (as furnished 
by Superintendent or Foreman Moulder). Factor to 
include all expenses attached to moulding, as fur- 
nished by cost sheet. 

Cost of chipping — Chippers' wages (as given by 
head of Chipping Department). Factor to include 
all expenses attached to chipping, as furnished by 
cost sheet. 

Miscellaneous costs — cts. per lb., to include all 
other costs as shown by Cost sheets. 

Percentage to be added to cover bad bills, returned 
castings, and contingencies. 

Total cost to be divided by shipped weight to get 
cost per pound. 

At regular intervals weight of orders received shall 
be added, and a daily report shall be made to Cost 
Department of amount of pounds of orders received 
on each day, that it may be put in daily history. 

OBJECT- — To make estimates live ones. 

ACCOMPLISHMENT. -A book shall be kept 
giving estimated cost of moulding by pattern num- 
ber, and this book shall be constantly at the call of 
Foreman Moulder, that he may endeavor to follow or 
better estimate cost. When pattern is moulded, and 
actual cost of moulding obtained, it shall be put in 
column next to estimated cost, that comparison may 
be made. 

A similar book shall be kept for chipping. 



58 SYSTEM 



Duties of Estimator. — In addition there are cer- 
tain records and duties which attach themselves to 
this department, as follows: all Moulders' time 
notes shall be turned daily in to this department, en- 
tered in daily moulding record, and weight and value 
worked out, and report daily to Cost Clerk for daily 
history. Into another record-book shall be recorded 
the moulding of all jobs of which any number are to 
be made, that a record may be established as to time 
and cost of doing them, with the idea of reducing cost 
of moulding with practice. 

Daily, a list of castings made previous day shall be 
turned in to this department, and an estimate of the 
weight and value made, and daily report made to Cost 
Department, that it may be put into daily history. 
This department shall likewise furnish to Cost De- 
partment for daily history the value of condemned 
castings. 

Likewise, the estimator shall look over all orders in 
General Manager's ofhce in order that all questions 
of price that are liable to arise may be settled before 
we proceed on orders. 



SYSTEM 59 

Works System — General Rules. 

c 

1. Courtesy is expected and required from em- 
ployees in all dealings when on duty. 

2. Office hours will be as follows: 7.30 a.m. to 
6 P.M. Foundry and Crucible shop hours will be as 
follows : Moulders, 7 a.m. to 5 p.m. All other employ- 
ees, 7 to 6 P.M. One hour for dinner. 

3. Any employee receiving an order from person 
having authority shall execute said order at earliest 
possible moment. 

4. All office employees are requested to notify the 
Superintendent's office by telephone or telegraph, 
by 10 A.M., when compelled to be absent from any 
cause. 

5. Employees are requested to use telephone as 
little as possible, and then for business purposes only. 

6. No employee is at liberty to look over the desk 
of any other employee unless he has special permis- 
sion so to do from the occupant of the desk. 

7. When in doubt as to what course to pursue in 
any matter, employees shall at once consult their 
superior officer. 

8. Employees are to furnish information promptly 
to main office when asked for through proper chan- 
nels. 

9. In all notations and memoranda made about 
work, the date must be given. 

10. Smoking not allowed during working hours. 

Supt. 

Corrected to May i, igoj. 



60 SYSTEM 

System for Selling and Pricing. 

c 

In consideration of the selling of a product there 
are mainly the following items to be taken into ac- 
count : 

The cost. 

The customer. 

The quantity. 

The price. 
The following system is devised in order that data 
may be gathered for the prompt and proper consid- 
eration of these items, and to facilitate some constant 
and consistent effort to get work at proper prices. 

OBJECT- — To make prompt and proper quota- 
tions to prospective customers. 

ACCOMPLISHMENT-- All letters requesting 
quotations, with accompanying information, and all 
like information brought in other ways (as, for in- 
stance, from salesmen), shall be promptly transmitted 
to the Estimating Department, which shall promptly, 
and, at the latest, in twenty-four hours, furnish to the 
General Manager's office an estimate of cost and of 
time of delivery, and material quoted on. When cost is 
furnished all information as to prices quoted custom- 
ters formerly, or any other information desirable, shall 
be furnished General Manager, who will make price. 
Answers will be made from Selling Department. 

Quotations shall be entered on cards to be kept in 
quotation-box. After five days, if Company has re- 



SYSTEM 61 



ceived no intimation of obtaining order, salesman 
shall be sent or stock letter sent to customer, request- 
ing reason why we did not obtain order. In case of 
acceptance, card shall be taken from quotation-box 
and be put in accepted box. In case of rejection, it 
shall be put in rejection-box, with cause of rejection 
entered on same. In looking up questions of price, 
these boxes, as well as box of cards giving history of 
concerns who place orders with us, shall be looked 
over, in order to get all information possible, to make 
acceptable prices. Cards in quotation-box shall be 
kept in order of date ; in rejected and accepted boxes, 
in alphabetical order of customer's names. 

Whenever quotation is made the weight shall be 
put in a book under name of quotations, in column 
with date, and in parallel column the weight of quo- 
tations accepted ; and weekly additions shall be made 
of number of rejected bids calculated and set forth in 
book. 

OBJECT.— To keep in touch with customers, to 
reach customers with whom we have never dealt, to 
keep track of customers of our competitors, and to 
keep track of customers we have lost, with reason 
thereof. 

ACCOMPLISHMENT. -A card system shall be 
kept, in alphabetical order of customers' names, upon 
which shall be entered date and amount of each 
order we receive, amount condemned, and amount 
returned, with any remark as to credit or difficulty 
we have with them or they with us. These cards shall 
be determining factors in pricing. 

A card system shall be kept giving names of buy- 



62 SYSTEM 



ers of steel castings with whom we have never had 
any dealings. 

A card system shall be kept giving names of buy- 
ers of steel castings from our competitors. 

These and quotation-cards systems shall be gone 
over weekly, or at such times as thought fit, and such 
letters as may be devised shall be sent to those who 
do not give us all or part of their work. 

All mail passing through General Manager*s office 
shall be answered the same day it arrives. 

All telephone calls must be answered direct 
promptly, or at once switched to proper department. 

All orders shall be passed through at once, unless 
there seems to be some point requiring correspond- 
ence, but must be passed upon by Estimator as to 
price being O. K. 

Duties. — It shall be the duty of General Manager's 
Stenographer to carry out above system, and to send 
out such circular letters as may be from time to time 
devised, and to all those companies or firms who it 
is thought use our products. 



SYSTEM 63 

System for Salesmen. 

c 

Salesmen are the representatives of a company be- 
fore the customers, in every sense of the word, and 
not simply with the sole idea of getting an order. 

They should endeavor to find out any cause of 
complaint and notify the Company, that it may be 
remedied ; or draw forth any criticism, that Company 
may benefit by same. 

OBJECT.— To keep Company posted as to cus- 
tomers seen and results of interview. 

OMPLISHMENT.- Salesmen shall carry 
with them small cards provided for the purpose, and 
shall daily mail one or more to Company, giving 
names of all customers (present, past, or prospective) 
seen, results of interview, complaints, if any, and all 
desirable information. These cards, upon receipt at 
Works, shall be entered by General Manager's Sten- 
ographer into Salesman's diary, and on cards pro- 
vided therefor, that at any time Salesman's visits and 
relations to customers or conversation and verbal 
agreements may be known. 

OBJECT- — To obtain work at proper price. 

ACCOMPLISHMENT. — In cases where it is nec- 
essary to make price to obtain order. Salesman shall 
always get said price from Works, using all available 
and quickest means possible. In no case shall he 
make price except where a schedule of prices has 
been agreed upon. 



64 SYSTEM 



OBJECT.— To keep proper account of expenses 
and arrange proper payments thereof. 

ACCOMPLISHMENT. — An itemized account of 
expenses shall be turned in at the end of each week. 

Duties, — It shall be the duty of Salesmen to ad- 
vance the interests of the Company all in their 
power, both by soliciting orders and by smoothing 
out and removing complaints, by letting the Com- 
pany know all criticisms that can be beneficial or 
compel remedies. They must endeavor always to 
represent the Company in a fair and just way, taking 
the customer's point of view whenever they feel he 
has the just one, and insisting on the Company's 
rights whenever he feels them to be right. 



SYSTEM 65 



Office System — General Rules. 



1. Courtesy is expected and required from em- 
ployees in all dealings when on duty. 

2. Office hours will be as follows : Monday, Tues- 
day, Wednesday, Thursday, and Friday, from 8 a.m. 
to 5 P.M., with one hour for lunch ; Saturdays from 8 
A.M. to I P.M. Lunch hours will be taken as per 
notice posted in main office. 

3. Clerks will not be entitled to half holiday on 
Saturday unless their work is up. Also in case work 
is behind they will be expected to work evenings, un- 
til work is caught up, receiving therefor an allowance 
of 50 cents per evening, such allowance only to be 
paid to clerks when working until 7 p.m. or later. 

4. Any employee receiving an order from person 
having authority shall execute said order at earliest 
possible moment. 

5. All employees are requested to notify the office 
by telephone or telegraph, by 10 a.m., when compelled 
to be absent from any cause. Written report, stating 
cause of absence, is also to be made to Head Book- 
keeper. To ascertain the whereabouts of any indi- 
vidual go to Central. Employees leaving the Works 
during business hours will leave the information with 
Central as to when they will return and where they 
can be reached during absence. 

6. Employees are requested to use the telephone 
as little as possible, and then for business purposes 
only. 



66 SYSTEM 



7. Under no circumstances is any one to inter- 
fere with the switchboard after Central leaves. 

8. Employees are not to remove letters from the 
letter-cabinet files without permission from Chief 
Clerk. 

9. No employee is at liberty to look over the desk 
of any officer or other employee of the Company, 
unless he or she has special permission so to do from 
the occupant of the desk. 

ID. Employees when in doubt as to what course to 
pursue in any matter pertaining to office work shall 
consult Chief Clerk. 

11. Employees are to furnish information con- 
tained in main office to other departments when 
asked for through proper channels. 

12. All books are to be returned to Cashier at close 
of office hours by all clerks using them. Should they 
be in use after Cashier's departure person using them 
must put them in safe and lock it. 

No paper is to be thrown on office floor, but de- 
posited in waste-baskets. 

13. No employee shall enter Cashier's cage without 
written authority from President. 

14. No stationery or office supplies of any charac- 
ter are to be removed from supply closet. When sup- 
plies are needed, application should be made, on 
blanks provided, to Chief Clerk, and on his approv- 
ing application said request is to be filled by office 
boy. 

15. No order-sheets are to be removed from order 
files without permission from Chief Clerk. Order 
files are to be kept on shelves under counter in office 



SYSTEM 67 



when not in use ; clerks using them at desks must 
return them to counter as soon as through with them. 

1 6. Clerks are not to carry on unnecessary conver- 
sation in office either during or after office hours. 
They are also expected to confine themselves strictly 
to their work, and not to waste time. 

1 7. Employees will be held strictly accountable for 
observance of the above rules. All violation will be 
subjected to fine. 



68 SYSTEM 

System for Main Office. 

The clerical work in the main office — correspond- 
ence, orders entering, orders going out, billing, book- 
keeping, filing — is all most important to the suc- 
cess of a company, as carelessness or laxity or lack 
of promptness entangle and embitter relations with 
those companies related in business, besides causing 
errors, delaying payments, or creating actual loss. 
The strictest system, therefore, should be enforced 
here and the work should be accurate and strictly up 
to date. The following system is devised for this 
purpose. 

Order Clerk. 

It is important as a time-saver that orders from 
customers should at once be issued to the Works. It 
is important that these orders should be carefully 
read, that all wishes of the customers may be ob- 
served and brought to the notice of proper person^ 
and that all questions of route and method of ship- 
ment and of credit be settled at once, in order to 
avoid future trouble. The following is system to be 
followed by Order Clerk. 

OBJECT.— To issue to Works at earliest moment 
all customers' orders, with full information for making 
and shipping. 

ACCOMPLISHMENT.-Order Clerk, on receiv- 
ing customer's original order or letters containing 
orders, after they have passed Credit Man and Gen- 



SYSTEM 69 

eral Manager, shall enter such orders on Works' or- 
der-blanks provided therefor, with full information 
concerning number required, customer's pattern 
number or marks, delivery, method of making or 
quality desired, and also information as to whether 
patterns are on hand or are coming. These orders 
are also to contain date of letter, customer's name in 
full, and shipping address (likewise the time-stamp, 
with blank spaces for initials of receiver) ; hour and 
date must be put on each order. This is to note where 
a delay occurs ; and she shall initial, and put hour 
and date of order leaving her. Tracer Department 
Superintendent and Pattern Clerk will do the same. 

In case Order Clerk finds the credit mark omitted 
from original order, she must immediately hand it to 
the Credit Man and get his credit mark. In case Gen- 
eral Manager's O. K. stamp is omitted, she must im- 
mediately hand it to General Manager and obtain 
his O. K. stamp. 

The order thus made out shall be called off to 
another clerk, w^ho will place on original order, stamp, 
and fill in same. 

Order checked. 

By 

Date 

These letters and orders shall be kept by Order 
Clerk until order-sheets return from Pattern-shop 
with order number, pattern number, and information 
showing tracers have been made out for it as pro- 
vided for in Pattern Clerk System, when she shall en- 
ter foundry number on letters and orders, and return 



70 SYSTEM 



them to Office Stenographer, who shall have them 
properly filed. 

Orders shall be entered by customers' names in 
small book, under date, and sent to Tracer Depart- 
ment, where small book is receipted for the orders 
delivered. 

Order Clerk, on receiving orders from Pattern- 
shop, shall check said orders on her small book 
(that was receipted for by Tracer Clerk), and if or- 
ders are not returned within a reasonable time she 
is to investigate and ascertain cause of delay and re- 
port to Chief Clerk. 

Order Clerk, on receipt of orders from Pattern- 
shop, with necessary information, shall file them on 
Works' order files, provided therefor, alphabetically, 
according to customers' names, for ready reference. 

OBJECT.— To keep record of shipments on or- 
ders and assist operations of shipping. 

ACCOMPLISHMENT. -Upon receipt of the ship- 
ping memoranda from either O. H. or Crucible, Or- 
der Clerk is to examine them to see that none are 
missing, by arranging in numerical order of memo- 
randum, and she shall enter on office order the ship- 
ments, being careful to note that weights agree with 
each other, and with former weights, to check possi- 
ble error. 

Order Clerk is to keep a list of all missing mem- 
oranda, crossing each one off as soon as received in 
proper condition for main office entry. 

If Order Clerk finds a shipping memorandum is 
not turned in by Shipping Department, she shall as- 
certain cause of delay, and get customer's name of 



SYSTEM 71 

delayed memo. If a shipping memorandum is miss- 
ing, and no such record turned in, Shipping Depart- 
ment is to be notified at once ; and if missing memo- 
randum or a satisfactory record is not turned in 
promptly, System Inspector is to be notified at once, 
who shall see that it is done. 

As soon as an order is completed it must be stamped 
" order completed," and transferred from " working 
order file " to " complete order file." 

On shipments paid for in advance, the memoran- 
dum (now being out on a tracer blank) sent to the 
Shipping Department from the main office is to ac- 
company the regular shipping memorandum, and the 
Order Clerk is to mark conspicuously across the face 
of the shipping memorandum the word " paid," to 
prevent bills from going to a customer for an account 
already paid. 

Order Clerk shall enter from main office order to 
shipping memorandum, customer's order number and 
pattern number, as well as any information relating 
to billing, etc., to watch closely the terms of shipment 
as entered in " Terms " column on order, and if ship- 
ment is not made in accordance Credit Man is to be 
notified at once. 

Order Clerk shall make out and mail printed postal 
card, notifying customer of shipment if by freight or 
express. She shall then hand shipping memorandum 
to Bill Clerk for entry in Sales-book before pricing. 
Order Clerk is to look after order files, and see that 
they are kept closed up and in proper place in office 
when not in use, and also see that no orders are re- 
moved or lost from files. 



72 SYSTEM 



Order Clerk is to figure extensions on shipping 
memoranda when received from Estimating Depart- 
ment, multiplying weights by price per pound, or the 
number of castings by price, if castings are sold by 
the piece. When this is completed memorandum of 
shipment shall be passed to Bill Clerk for completion 
of entry in Sales-book. Date and time of each oper- 
ation must be stamped on memorandum of shipment. 

Order Clerk shall make out bills of lading in 
duplicate and shipping order at same time, then make 
out list of shipments on special blank for this pur- 
pose, and forward said blank to Freight Forwarder 
(H. K. Lyman), B. & M. R.R., Rutherford Ave. 
(House No. 7), Charlestown ; then Order Clerk shall 
send bills of lading and shipping order to Car 
Checker, obtaining receipt on Freight-book for same. 

Order Clerk shall check bills of lading for out- 
shipments, when received back from transportation 
company, by comparing with Shipping-book. When 
bill of lading is received the record of the shipment 
on this book is to be checked with a pencil. Order 
Clerk shall keep a record of all missing bills of lading 
more than four days old, and application is to be 
made at once to transportation company for the re- 
turn of such bills of lading. After bills of lading are 
checked Order Clerk shall deliver them to office boy 
for filing in special cabinet. 

When foundry tracers, having been completed, are 
received. Order Clerk shall compare them with main 
office order file and see that the number of castings 
entered on tracer as shipped agrees with the number 
shipped according to the order. 



SYSTEM 73 

If a discrepancy is found a note shall be made out 
on tracer, which is to be returned in an envelope ad- 
dressed to the Tracer Department. When tracers 
are compared with Order-book and found to agree, 
they shall be returned at once to Tracer Department, 
marked O. K. 

When a request is received from a customer to 
trace shipment Order Clerk shall at once start tracer 
via transportation company to which shipment was 
delivered. When tracer is started Chief Clerk is to 
be notified. Record of tracer is to be kept on file by 
Order Clerk, and if replies are not received in rea- 
sonable time, additional requests are to be made until 
satisfactory answer is received. When an answer is 
received the information is to be communicated to 
Chief Clerk. 

Duties. — Duties of Order Clerk are to see that or- 
ders are issued promptly, with complete information 
as conveyed in customer's order or letters ; that order 
is kept in proper order ; that proper record of ship- 
ments is kept on them ; and to assist clerically opera- 
tion of shipping. She shall also furnish all informa- 
tion concerning orders on proper demand. 

BiU Clerk. 

The billing of shipments is one of the most impor- 
tant operations in office work. It must be done care- 
fully, accurately, with full information as to customers' 
order numbers and pattern numbers, and altogether in 
such a way that there can be no misunderstanding 
on the part of the customers, since misunderstandings 
constantly delay payments. The following system is 
devised for this operation. 



74 SYSTEM 



OBJECT.— To record, make out, and send bills to 
customers to whom shipments are made. 

ACCOMPLISHMENT. -Bill Clerk shall receive 
shipping memoranda from Order Clerk, and shall 
copy from them, into Sales-book, number of mem- 
orandum, date, customer's name and address, address 
to which shipment is sent, number of castings, and 
weight, putting total weight of Crucible castings in 
Crucible column, and of O. H. castings in O. H. col- 
umn, giving each memorandum of shipment a serial 
number. When shipment is sent C. O. D., or is paid 
for in advance. Sales-book must be so marked, and 
no second bills made out for such shipments. 

The memorandum of shipment shall then be passed 
to Estimating Department for pricing, which in turn 
shall hand same to Order Clerk for extensions, and 
when again received by Bill Clerk, the total amount 
shall be entered on Sales-book. 

She shall keep two lists of numbers (made by the 
numbering machine), one list to correspond with 
numbers of O. H. memoranda, and one to correspond 
with Crucible memoranda. 

Sales-book must be checked with these lists daily, 
after each day's shipments are entered, and numbers 
entered in Sales-book must be checked off on list. 

If a memorandum is missing she shall at once in- 
vestigate and discover it If Order Clerk can show 
that such memorandum has been received and at- 
tended to, it must be searched for in the office. If 
memorandum cannot be found, and Order Clerk 
has no record, or cannot obtain a record from Ship- 
ping Department, Bill Clerk shall refer to duplicate 



SYSTEM 75 

shipping memoranda pad, and take copy of the car- 
bon record. It must then be ascertained from Ship- 
ping Department whether or not shipment has been 
made ; and if so, copy made by Bill Clerk is to be put 
through as a shipping memorandum. 

Each O. H. memo, of shipment must be accompa- 
nied by an Inspector's certificate of quality for each 
casting. These shall be detached from memo, of 
shipment, and memo, of shipment number shall be 
entered on certificate. These certificates shall be 
kept filed in numerical order, for reference. 

Bill Clerk shall see that all shipping memoranda 
pads are turned in to her by Shipping Department 
as soon as used up, which are to be filed by office 
boy. She shall keep original shipping-slips filed away 
consecutively for reference, and keep file locked. 
This is very important, as this file forms our Sales- 
book. 

As soon as entries of a day's shipments are com- 
pleted in Sales-book, bills shall be made out. All 
bills must contain date, customer's name and address, 
and also name and address of party to whom shipped, 
if shipment is not made direct to customer. Bills are 
also to contain customer's order number and pattern 
number (if any), number of castings, weight, price, 
and extensions ; also serial number from Sales-book 
in top right-hand corner. 

Bill Clerk is to keep a book containing all informa- 
tion required on bills by customers, and is to con- 
stantly refer to this book and see that nothing is 
omitted from bills. 

Bills are to be made out in manifold form, and car- 



76 SYSTEM 

bon sheets to be filed away by serial numbers in spe- 
cial file, and indexed by oflfice boy. 

Bills when made out shall be passed to Order Clerk 
for checking with Sales-book and shipping memo- 
randa. If an error is found, Order Clerk shall return 
bill to Bill Clerk, who shall make correction, and re- 
turn to Order Clerk to re-check to see that correction 
has been made. 

Bill Clerk shall foot up weights and values in Sales- 
book daily. She shall also furnish Cost Department 
a list of daily weights and values. 

Bill Clerk shall make out all duplicate bills and 
furnish any information in regard to bills required 
for correspondence or other purposes. 

Bill Clerk shall write weekly and monthly summa- 
ries in Sales-book. 

She shall check all returned casting-slips and enter 
same in Allowance-book, under direction of Chief 
Clerk. 

Any change made in Sales-book, if affecting ledger 
entry, shall be reported to Ledger Clerk. 

Duties, — The duties of the Bill Clerk are to re- 
ceive memoranda of shipment, record same in Sales- 
book after checking carefully, make out bills, and 
file and keep in proper order all memoranda of ship- 
ments and information pertaining thereto. She shall 
also perform such other duties as may be prescribed 
by Chief Clerk. 

Entry Clerk. 

Entries, being record of bills against us for pur- 
chase of material, should be made carefully, thor- 



SYSTEM 77 

oughly checked, and every precaution taken to be 
sure that they are right as to price, quahty, quantity, 
and receipt. The following is system for this work. 

OBJECT. — To receive, file, and record purchase 
invoices. 

ACCOMPLISHMENT.- Incoming bills shall be 
turned over to Entry Clerk by Purchasing Agent's 
Clerk (see Purchasing Agent's Clerk System). All 
incoming bills or invoices are by request sent in du- 
plicate, and duplicates shall be pasted in invoice file 
as record. 

Before invoices are entered. Entry Clerk shall see 
that receiving-stamp on original order is properly 
filled out ; and to prevent a possible error shall verify 
all extensions on invoices after Purchasing Agent's 
Clerk. 

Invoices subject to discount promptly in ten days 
are to be returned to Cashier as soon as entered, as 
shall any other invoices which the Cashier may re- 
quest to be returned. Other invoices shall be put 
away in a file marked " Bills Entered." 

Care must be exercised when entering invoices to 
see that no invoices are entered twice, and that no 
invoices in connection with other matters than foun- 
dry supplies are entered. 

Entry Clerk shall number and file away expendi- 
ture vouchers as soon as they are given to her by 
Cashier. She shall check them up on the 5th and 
20th of each month, and make a list of any missing 
vouchers more than ten days old ; retain a copy and 
give a copy to Cashier. 



78 SYSTEM 

All voucher files shall be kept together in consec- 
utive order. 

Duties. — The duties of Entry Clerk shall be to 
enter and file and see that all incoming bills arrive at 
proper destination. She shall also, together with 
Ledger Clerk, do the posting, and shall assist Ledger 
Clerk on trial balance, and in getting out monthly 
statements and making out collection-cards. She 
shall enter all discounts except cash discounts which 
are taken from purchase accounts, and perform what 
other duties may be prescribed by Chief Clerk. 

Filing and Information Clerk. 

The filing of correspondence or statements is a 
more important item of business than attention given 
it would lead one to suppose. It is most important 
that letters bearing on certain unclosed subjects 
should be found, and the loss, or inability to find, 
severely cripples a good situation frequently. It is, 
therefore, most important that all correspondence is 
filed away, and that it is filed in a way to make it 
easily found. The following system is devised there- 
for. 

OBJECT.— To file rightly all correspondence de- 
sired, or statements. 

ACCOMPLISHMENT. -Filing Clerk shall file all 
correspondence when given same by Stenographers 
as answered. She shall file it in filing-cases, by cus- 
tomer's name and in periods of month, and filing- 
case shall have dates of periods clearly written on 
back. She shall check off against lists of mail re- 



SYSTEM 79 

ceived in Secretary's office; and in case letters re- 
ceived are not filed within four days she shall make 
request for same, and she shall do so every day until 
she gets them. Filing Clerk only shall file corre- 
spondence. 

In all cases of correspondence required, Filing 
Clerk shall hunt out same and deliver it to proper 
person, making note of letter by Company's or wri- 
ter's name and date, and to whom delivered. If letter 
is not returned in four days she shall request return 
of same, and do so daily till received. No letters 
shall be taken from file except by Filing Clerk. 

OBJECT- — To keep index of all correspondence. 

ACCOMPLISHMENT.-Filing Clerk shall keep 
a card index of names and addresses of all concerns 
with whom Company correspond. Cards shall be per- 
forated, and standard boxes with rods used, and under 
no circumstances must cards be removed from the 
index. Filing Clerk shall watch correspondence 
closely when filing, and make out cards for all 
names not already in address index. 

Duties, — In addition to above, duties of Filing 
Clerk shall be to furnish all information in her power 
to proper persons upon request. She shall also re- 
ceive callers having business with office, imparting 
amy information that may be needed to direct them 
to the proper person they want to see. She shall do 
such miscellaneous work as directed by Secretary or 
Chief Clerk. She shall begin not later than 8.45 to 
supply information, on blanks provided, for letters 
going to Tracer Department. 



80 SYSTEM 

Ledger Clerk. 

The main feature in keeping ledger must be accu- 
racy and careful copying, so that it can be seen at a 
glance how any account stands. 

OBJECT.— To keep accounts in ledger. 

ACCOMPLISHMENT-- Ledger Clerk shall do 
the posting (checking all postings daily), get out state- 
ments the first of each month, write collection-cards, 
and get out the trial balance and write it in the Trial- 
Balance Book. 

The Ledger Clerk shall check up promptly each 
day all receipts accompanying cash payments, or 
memoranda of payments handed her by the Cashier. 
She is also to enter in the proper books all discounts, 
such as freight, express, etc., deducted by customers, 
after such have been O.K'd by General Manager. 

All receipts or vouchers accompanying payments 
from customers, if found to be correct, are to be given 
back to Cashier to be receipted and returned. 

The Ledger Clerk shall post all entries from Sales- 
books, Cash-book, and Journal to the individual ac- 
counts to which they belong, care being taken that 
the page and initial of book from which entry is made 
are entered in column for that purpose. Ledger must 
be kept neat and clean, and properly indexed, and 
posted daily. 

Duties, — Ledger Clerk shall attend to system of 
ledger accounts and statements, as laid out. In these 
duties she shall be assisted as directed by Chief Clerk. 
She shall perform such other duties as indicated by 
Chief Clerk. 



SYSTEM 81 



Cashier. 

The position of Cashier demands not merely hmt- 
esty, since any position demands that, and not merely 
accuracy, but an absolute certainty of correct- 
ness by constant and careful investigation and check- 
ing. 

OBJECT-— To handle and record cash account. 

ACCOMPLISHMENT.— To receive and enter all 
production cash receipts in Check-book and Cash- 
book, and deposit daily in bank, all checks, by mail 
or otherwise. 

Cashier shall hand to Treasurer each morning, im- 
mediately after cash receipts are entered in Check- 
book, a memorandum showing amount of cash re- 
ceived and bank balance. 

As soon as cash receipts are entered, Cashier shall 
pass to Ledger Clerk receipts accompanying checks 
or payments (or a memorandum of account paid 
when no receipt accompanies the payment), for com- 
parison with and checking the ledger, and also any 
deductions which may have been made. Ledger 
Clerk shall return them to Cashier as soon as com- 
pared and checked, with a memorandum of any dis- 
crepancy which may exist, or any erroneous deduc- 
tion for freight, etc. Cashier shall then receipt all 
vouchers found to be correct, and deliver them to 
Stenographer for remailing to customer, with ac- 
knowledgment slip filled out. In case any errors are 
made in payment, or any erroneous deductions are 
made, Cashier is to refer them to Chief Clerk. If 



82 SYSTEM 



found to be correct, receipt or memorandum shall be 
given to Entry Clerk for entry in the proper book. 

OBJECT.— To make payments. 

ACCOMPLISHMENT.-Cashier shall make all 
payments in connection with construction or foundry 
production according to the following method. 

A voucher shall be made out and stamped with the 
Treasurer's approval stamp. It shall then be passed 
to Treasurer's basket. Treasurer shall approve by 
inserting his initials, and return voucher to Cashier's 
basket. Payment shall then be made at once from 
Check-book or petty cash, according to nature of ex- 
penditure. 

Cash expenditures, as well as payment by note, 
shall be numbered consecutively in Cash-book in the 
margin to right of entry, the numbers to be preceded 
by a letter of the alphabet, a different letter for each 
thousand. When a thousand is completed the num- 
bers then drop back to 1,2, 3, etc., preceded by the 
next letter in the alphabet. 

Cashier shall examine contents of Treasurer's bas- 
ket daily, and call his attention to any voucher re- 
quiring immediate payment. 

A voucher duly signed by payee must be obtained 
for every payment, whether by cash or by note. 

Cashier shall do all work in connection with Check- 
book and Cash-book, save posting and numbering j 
and checking vouchers. 

When checks are ready to mail Cashier shall seal 
them in addressed envelopes and place them in box 
to be mailed. 

OBJECT. — To check and record accounts payable 
to us. * 



SYSTEM 83 



ACCOMPLISHMENT- -Cashier shall keep all 
memoranda of castings for which bills have been sent 
customers for payment in advance of shipment. 

When payments for such items are received Cash- 
ier is to stamp memo. " Paid," and deliver to Ship- 
ping Department at once. 

Stenographer shall note on such memorandum date 
letter is written requesting payment ; and if payment 
is not received within a week thereafter, Cashier shall 
hand memorandum to Assistant Treasurer for fur- 
ther correspondence, and so on until payment is ob- 
tained. 

Cashier shall receipt bills accompanying C. O. D. 
shipments, and shall keep a record of the date, name, 
and amount of all such shipments in a book used for 
that purpose. Cashier shall also keep a similar record 
of all shipments made sight draft against bill of 
lading; and when returns from C. O. D. or sight 
draft shipments are not received within reasonable 
time, a memorandum is to be furnished the Assistant 
Treasurer for the purpose of collection. 

Cashier shall make out all drafts and notes. 

Cashier shall look after collection-cards, entering 
all payments or credits, and marking cards " Paid " 
when settled ; then file them away. 

OBJECT-— To check and record accounts payable 
from us. 

ACCOMPLISHMENT-— Cashier receives all pur- 
chase invoices from Purchasing Agent, and delivers 
them to Purchasing Agent's Clerk, who shall check 
and return them, with receiving-slip attached. 

Cashier shall see that receiving-stamp on invoice is 



84 SYSTEM 

properly filled out. Cashier shall then insert in the 
stamp the account to which bill is to be charged, and 
submit same to Chief Clerk for examination. If con- 
struction or foundry production, Cashier shall deliver 
them to Entry Clerk for pasting in invoice file. Bills 
not subject to ten-day discount shall be filed away by 
Entry Clerk, but bills subject to discount for pay- 
ment before end of month shall be returned to Cash- 
ier as soon as entered. 

Cashier shall pay them within the time required to 
get the discount, upon approval of voucher by Treas- 
urer. 

At end of each month, Cashier shall check all ac- 
counts promptly with statement, telephoning or re- 
questing the Stenographer to write for any state- 
ments not rendered by the fourth of the month, or 
for any missing invoices called for on statements. 

As soon as an account is properly checked it shall 
be promptly vouchered, when a cash discount is al- 
lowed, and must be put in the Treasurer's basket in 
time to be approved for payment by the tenth of the 
month following the date of the account (unless other- 
wise instructed by Treasurer). 

Cashier must be careful to make all deductions for 
freight, express, labor, or any other allowances which 
should be made, and also to see that such deductions 
are entered in the books, if not already entered. 
Should a deduction not be allowed. Cashier shall re- 
port it to Purchasing Agent, who shall take up the 
matter for adjustment. 

Cashier shall keep track of all invoices which re- 
quire payment immediately, or when goods are re- 



SYSTEM 85 

ceived, and pay such invoices promptly according to 
terms of contract. 

Cashier is also to watch closely all accounts not 
subject to discount, and place them in Treasurer's 
basket for approval for payment before becoming 
overdue. Bills for coal, metal, etc., must receive spe- 
cial attention in this regard. When payment of a 
large account becomes due Cashier shall notify 
Treasurer three days in advance. She shall also keep 
a list of all shipments made the Company, sight drafts 
against bill of lading, entering on this list all such 
shipments as soon as reported by party shipping, and 
notify Treasurer in ample time before arrival of draft 
is expected. 

When word is received from a bank that a draft is 
received against the Company, the message must be 
communicated to Treasurer at once, and if he ap- 
proves payment, check is to be drawn immediately. 
Cashier shall see that all checks for all such accounts 
are put in first mail after signature is secured. 

Every two weeks Cashier shall receive from Entry 
Clerk a list of any missing vouchers over ten days 
old. She shall search for such vouchers, and if un- 
able to find them is to request Stenographer to write 
party to whom voucher is drawn, for its return. 
Cashier must see that all vouchers are approved and 
properly signed before being filed away. 

OBJECT. — To handle cash for pay-roll. 

ACCOM PLISHMENT. -Cashier shall have charge 
of foundry pay-roll, and shall fill envelopes and de- 
liver said envelopes, sealed, to Chief Clerk, who shall 
pay off. Cashier shall keep a small office pay-roll 



86 SYSTEM 



book of weekly salaries of the office force. Cashier 
shall deliver envelopes to employees in the main 
office, at the same time collecting their receipts there- 
for. Receipts for salaries on office pay-roll shall be 
made out by Cashier, and delivered to each person in 
sealed envelope. All receipts on office pay-roll are to 
be handled by no one else, except Chief Clerk, and 
must be filed away in Cashier's desk, after receipts 
are checked with pay-roll to ascertain that none are 
missing. 

OBJECT-— To keep office time-cards. 

ACCOMPLISHMENT.- Each Saturday after- 
noon Cashier shall deliver to Janitor time-cards, for 
following week's records, ready for insertion in office 
clock. 

Duties, — Duties of Cashier shall be to follow sys- 
tem as outlined. Cashier shall also place all books in 
safes and lock safes at close of business hours. When 
books are to be used by any person after her depar- 
ture, she shall arrange for such persons to place books 
in safes and lock said safes. Cashier must keep wire 
door to Cashier's cage closed, and only admit such 
persons as have authority from Treasurer to enter. 



SYSTEM 87 

System for Purchasing and Distribu- 
ting Supplies. 

c 

A very great deal of money can be saved by a 
Purchasing Agent, and shrewdness is not the only 
element necessary to such a saving, nor even the 
main one. A record of past quotations, with detailed 
facts, giving a grip on that mighty lever, competi- 
tion, is possibly the largest element in successful 
purchasing. A system of purchasing is necessary. 
The following one is devised therefor. 

OBJECT I, — To purchase, in a systematic, eco- 
nomical, and prompt manner, the necessary supplies 
to be used on the plant. 

ACCOMPLISHMENT. -When PurchasingAgent 
receives a requisition for supplies, signed by person 
having authority so to do, and said requisition has 
been O.K.'d by the General Manager, he shall pro- 
ceed to buy the supplies in the following manner. 

Purchasing Agent shall use his best judgment in 
buying all supplies, and when the purchase is of 
enough importance to have prices from two or more 
sellers, he will send out an estimate sheet (A or B). 
These estimate sheets are to be exactly alike, which 
is done by using carbon paper, and the name of the 
party to whom sent placed at the top. Each sheet 
shall be enclosed in a letter to the seller. A list of 
these parties on each estimate to be kept on memo- 
randum, and, as the replies come in, to be checked on 
said memorandum. Other things being equal, he will 



88 SYSTEM 



purchase of the lowest bidder, unless there are special 
reasons to do otherwise. 

When order is ready to be given it should be sent 
on order form ( see Form C),made in duplicate, and 
a triplicate copy made without pricing, and the un- 
priced copy to be sent to Storekeeper. Purchasing 
Agent shall keep a record of all purchases on cards 
as per forms attached, D and E, showing article, 
price, name of vender, terms, freight, delivery, qual- 
ity, and catalogue number. These cards shall be com- 
piled from information obtained in answers and per- 
sonal interviews with salesmen, and shall contain 
complete information to show where to buy any arti- 
cle in cheapest and most economical manner. 

He shall keep on hand, filed in order in vertical 
filing system, such catalogues and printed matter as 
shall seem of use in purchasing supplies. Catalogues 
shall be numbered and number shown on quotation- 
cards. 

Every kind of printing that is ordered by the 
Company shall be designated by the word " Form," 
followed by a number (example. Form i. Form 2, 
Form 3, etc.), and book shall be kept, having a sam- 
ple of every kind of printing, and record showing the 
number of the form, the number ordered, the date of 
the order, and our order number. Every kind of 
book used on the plant shall be numbered, and a tag 
(as per Form J) pasted in each book; and a book 
shall be kept by Purchasing Clerk, showing these 
numbers in regular order, with a short description of 
the book, and giving our order number, to show of 
whom they were purchased and when. 



SYSTEM 89 

Commencing with the issuing of this system, every 
form of printing shall be numbered as above, and 
on each form there shall be printed, in small type, 
in most convenient place, form number, number or- 
dered at one time, and date — the date to simply 
show the month and year (for example, 7 :02, 8:02). 
The number ordered to be designated in the fol- 
lowing manner : 5 C meaning 500, loM meaning 10,- 
000. 

OBJ ECT 2, — To order supplies of the Purchasing 
Agent in a businesslike manner, and to distribute 
said supplies. 

ACCOMPLISHMENT.-The Storekeeper, when 
he needs supplies, shall make out requisition on 
Form F,have same approved by Superintendent and 
deliver to Purchasing Agent. Superintendent will 
be furnished with forms, the printing of which will 
be the same as Form F. Paper to be pink, and called 
Form G, and the numbering of said forms to begin 
at I and run consecutively. These are to be blocked, 
50 orders to each block. 

When men on the plant want any supplies they 
will apply to person having authority, who will give 
them an order on the Storekeeper on Form H. This 
order will be filled when presented to Storekeeper, 
who will fill in name of party to whom goods are de- 
livered, and date of delivery. 

When persons in the main office or foundry offices 
want office supplies Form H may be used ; or request 
written on paper will, on being O.K.'d by Head 
Bookkeeper or Purchasing Agent, be filled by office 
boy in charge of supplies. 



90 SYSTEM 



OBJECT 3.— To keep systematic record of the in- 
coming and outgoing of supplies. 

ACCOMPLISHMENT. -Storekeeper will use 
Form I for every kind of supplies he has. Office 
supplies will be kept track of on card system now on 
hand, and Purchasing Agent shall, on the 5th of each 
month, go over the card list and order enough sup- 
plies to be sufficient, in his judgment, to last 40 
days. 

Record-cards shall be kept, being made out from 
triplicate order returned by Storekeeper, showing, in 
case of supplies, article, vender, quantity purchased, 
by whose order purchased, purpose used for, amount 
used, and date, and report of quality ; also the mini- 
mum and maximum amount to be kept on hand. 
These cards will show amount used in given period. 
This applies to every article known to be used in 
main office and foundry office, omitting postage- 
stamps. Postage-stamps to be bought, from time to 
time, as needed. 

Purchasing Agent's Clerk. 

OBJECT.— To make and send proper orders for 
material or work to be done. 

ACCOMPLISHMENT. -The Purchasing Agent's 
Clerk is to make out and send orders, on blanks pro- 
vided therefor, for all supplies from requisitions made 
out by the department for which supplies are to be 
ordered, under direction of Purchasing Agent. 

Price and F. O. B. point, and all necessary informa- 
tion or directions, to be entered on all orders. 



SYSTEM 91 

OBJECT.— To check receipt of goods ordered and 
record same. 

ACCOMPLISHMENT-- The Purchasing Agent's 
Clerk shall check up purchase invoices. He must see 
that there is a receiving-slip for all material called for 
on invoices received, and that weight and quantity 
on invoice agree with weight and quantity on receiv- 
ing-slips. Receiving-slips must be properly made out, 
giving all information necessary. 

Receiving-slip shall be pinned to back of invoice 
and passed to Cashier, who shall specify account to 
charge and place invoice on Purchasing Agent's 
desk. 

As soon as an invoice is received Purchasing 
Agent's Clerk is to put on receiving-stamp and ini- 
tial, and fill out the following entries : 

Weight O. K. 

Quantity O.K. 

Price O.K. 

F. O. B 

Figuring O.K. 

Use 

He is to refer to original order for the purpose of 
checking price and F. O. B. point. 

When an order is made out a Storekeeper's slip, on 
blank provided therefor, must be filled out and de- 
livered to Storekeeper. Storekeeper shall enter on 
this slip the date the goods arrive and quantity re- 
ceived, and return to Purchasing Agent's Clerk. If 
goods are not satisfactory in quality or weight or 
measure. Storekeeper shall report to Purchasing 



92 SYSTEM 



Agent's Clerk, who in turn is to note this on invoice, 
and notify Purchasing Agent, who will make deci- 
sion. 

Purchasing Agent shall approve or disapprove, and 
return receiving-slip to Cashier, who shall detach re- 
ceiving-slip and return to Purchasing Agent's Clerk. 
Purchasing Agent's Clerk shall file slips away, after 
marking them to show that invoice has been received 
and passed. When he is through with invoice he 
shall turn same over to Entry Clerk. 

He shall keep a card system, showing date of arri- 
val and departure of all cars or vessels, and shall re- 
port all cars nearing demurrage limit in time to get 
them unloaded before going on demurrage. 

He shall enter in Contract-book all contracts where 
quantity or weight is specified. He shall also enter 
against such contracts date and amount of all ship- 
ments received applying thereon. When standing 
contracts are made he shall notify Purchasing Agent 
when they are nearing completion. 

Clerk shall write up weekly stock sheet. 

Duties, — The duty of Purchasing Agent's Clerk 
shall be to assist Purchasing Agent in all possible 
way to keep records as specified in Purchasing 
Agent's system ; make out and send orders per 
direction of Purchasing Agent; to check receipt, 
quality and quantity of goods ordered ; to check in- 
voices ; and to perform such other work as shall be 
devised by Purchasing Agent. 



SYSTEM 93 

System for Telephone Operator. 

c 

The telephone is fast becoming an important me- 
dium of business ; but the man who can wait a day 
on the mail won't wait five minutes on the telephone. 
All callers should, therefore, be promptly attended 
to. Courtesy and patience are essential elements. 
The following is system provided for carrying out 
same. 

OBJECT- — To answer and transmit promptly all 
telephone calls. 

ACCOMPLISHMENT.-The Telephone Opera- 
tor shall remain at telephone exchange and answer 
all calls promptly and courteously, finding out just 
who caller is, and what he wants, and switching him 
on to proper parties ; and shall not leave telephone 
during office hours unless substitute is at the ex- 
change. 

She must have an Address-book with names, resi- 
dence address, telephone number, or nearest pay-sta- 
tion of every one connected with main office or 
foundry office. 

She shall keep a daily list of all outside numbers 
called, and specify on each list total number of calls. 

She shall also keep a list of all toll calls, containing 
date of call, party and telephone number called, name 
of party for whom call is made, and amount of toll 
charge, giving same to Cashier. 

No long-distance calls are to be received " collect," 



94 SYSTEM 



unless from some employee or official of the Com- 
pany. 

When calls or inquiries for parties are received 
during their absence she shall fill out blanks pro- 
vided for the purpose, giving name and number of 
party calling, also time, sending same to proper 
desk. 

She shall receive telegrams over the telephone and 
give same to Office Stenographer at once. 

She shall telephone telegrams to telegraph offices 
from copy supplied by Stenographer, which is to be 
returned to Stenographer, and the operator must 
place her initials and time sent on each telegram. 

She shall keep on a spindle slips handed her by 
persons leaving plant during business hours, giving 
places where they can be found at certain hours. 

When she cannot give information as to any one's 
whereabouts she shall fill out another slip (kept for 
that purpose), sending it to party called for upon his 
arrival. 

At night she shall leave telephones connected as 
follows : 

Booth, Office Building, with No. 117 Everett. 
Club House with No. 120 Everett. 
Works' Office with No. 10 Everett. 

She shall have lunch hour from i to 2 p.m. 

Duties, — The duties of Telephone Operator shall 
be to facilitate transmission of messages, and transfer 
quickly, endeavoring always to give caller proper 
person he desires to call. 



SYSTEM 95 

System for Office Boys. 

c 

The office boy is serving his apprenticeship to a 
future business career. He should try to realize this 
and learn right methods; but above all he should learn 
those first requisites, industry and attention, and 
make himself indispensable in small ways. His duties 
are diverse and in many instances trivial, but he 
should perform them in a thorough manner. Besides 
the duties outlined below, office boys shall follow the 
following system. 

OBJECT.— To get from Post-office incoming and 
to post outgoing mail. 

ACCOMPLISHMENT.-First Office Boy shall 
daily, at go to Everett Post-office and get all 

mail directed to the Company or its officers or em- 
ployees at the Company's address. This shall be 
gotten in bag, locked, and shall be delivered by 

to Secretary in his office. The same oper- 

ation shall be repeated at 

First Office Boy shall daily copy, envelope prop- 
erly, and stamp all mail that is ready, obtaining same 
from Stenographers (office of President, General 
Manager, Secretary), and at and take same 

and deposit it at Everett Post-office. 

OBJ EOT. — To keep on hand sufficient stationery. 

ACCOMPLISHMENT. -Second Office Boy shall 
issue all stationery and printed forms upon proper 
orders. He shall keep this material in two lots, one 



96 SYSTEM 

to draw from and one for reserve. When first lot 
gets low he shall fill same from reserve and notify 
Purchasing Agent that reserve is low, so that more 
may be ordered at once, thus insuring against short- 
age. 

Duties, — It shall be the duty of the office boys to 
run errands, copy letters, statements, etc., on letter 
press, mail correspondence, under supervision of Of- 
fice Stenographer, and perform duties within their 
power when requested to do so by any one in authority 
or in the office. No boy is to leave the office when other 
boy is out, and their noon hours are to be : First Boy, 
11.30 to 12.30 Second Boy, 12.30 to 1.30. 

First Office Boy shall have charge of mail. 

Second Office Boy shall have charge of men's toilet, 
and shall keep desks supplied with necessary articles, 
ink, pens, etc. He shall have charge of office station- 
ery supply closet. He shall be on duty at 7.30 a.m., 
and dust desks, etc., before 8 a.m. 



SYSTEM 97 



System for Handling Correspondence. 

c 

Correspondence is the oil of business transaction. 
It should therefore be appHed well, but more partic- 
ularly, promptly. To aid this, the following system 
of handling correspondence is devised. 

OBJECT.— To handle, distribute, and answer cor- 
respondence quickly. 

ACCOMPLISHMENT.- Mail on arriving shall be 
taken to Secretary's desk. The Secretary on open- 
ing the mail shall pass the letters, designating desti- 
nation, to the Office Stenographer, who places on the 
top of the letter the name of the department to which 
it is to go. 

Office Stenographer shall make duplicate lists of 
these letters, and shall immediately send them to the 
different departments designated, obtaining receipt 
for same on original list, leaving the duplicate with 
the Clerk of the department to which they were sent. 

Office Stenographer, on receiving letters contain- 
ing orders, after being passed upon by Credit Man 
and General Manager, shall send at once printed 
postal card to customer acknowledging receipt of 
order, per example : 

POSTAL CARD. 

Dear Sirs : West Everett, Mass. 

We are in receipt of your favor. 

containing order which will receive our prompt 
attention. Respectfully, 

U. S. Steel Co., 
Per 



98 SYSTEM 



If letters containing orders have other matter in 
them requiring answers Office Stenographer shall 
make an abstract of such matter, on separate paper, 
placing on paper the name of writer, date of letter, 
and send this abstract forward as if it were a letter 
noting on letter such has been done ; then send letter 
to Order Clerk. She shall send all orders to Order 
Clerk, who, after making out order-blanks, keeps them 
until order-sheets return from Pattern-shop (as pro- 
vided in Order Clerk's System), when she enters 
foundry order number on letters, and gives them 
to Letter-filer, who shall file same according to sys- 
tem devised. 

In case of all letters, lists must show date of re- 
ceipt, to whom sent and dates, by whom received and 
dates, and final destination, and these lists shall be 
kept on daily files provided therefor, and shall be 
used by Filing Clerk to check filing. 

Clerk of each department shall make an entry on 
daily slip showing letters coming to him, and to 
whom they go on leaving his department, and date. 

If letters are to come back direct to a department 
from which they are sent they must be stamped to 
that effect. 

The moment personal letters become Company 
letters they shall be delivered to the Office Stenog- 
rapher, who treats them as incoming letters. 

Company correspondence of any character arriv- 
ing originally at any place in the plant outside of the 
main office shall be sent immediately to Main Office 
Stenographer. 

Office Stenographer shall report to Chief Clerk 



SYSTEM 99 



each night what mail is ready to answer but is un- 
answered, and Chief Clerk will either O. K. report 
or have it answered. 

Inward telegrams (four copies) are received by 
Office Stenographer, who sends one copy to Pres- 
ident's desk, one to General Manager's, one to Sec- 
retary's desk, and one copy to party who can furnish 
quickest answer (provided such party is not the Pres- 
ident, General Manager, or Secretary), who returns 
answer at once to Office Stenographer, who will for- 
ward answer. 

Inward telegrams not requiring answer shall be 
treated same as inward letters. 

Inward telegrams requiring answer shall be entered 
on block kept for that purpose by Office Stenogra- 
pher, which is to show the date received, from whom, 
to which department sent for answer, and name of 
party receiving same. 

All outward telegrams must go to Office Stenog- 
rapher. Those that are answers to telegrams or let- 
ters shall be noted on block kept for that purpose. 

All outward telegrams must be confirmed by letter. 

All supplies arriving by mail shall be taken imme- 
diately to Purchasing Agent's Clerk. 



100 SYSTEM 

System for Chief Clerk. 

c 

The work of an office in point of excellence is 
very largely a question of the ability to guide and de- 
termination to wind up the work of each day on the 
part of the Chief Clerk. His accuracy, his alertness, 
his promptness, gauge the standard of work. He 
should, therefore, stand for an insistence of these 
qualities. His system is a compound of all those 
under him. 

OBJECT- — To keep office work in up-to-date and 
accurate condition. 

ACCOM PLISHMENT-- Chief Clerk shall see 
that orders are correctly written and sent immedi- 
ately to foundry ; supervise all entries for returns ; see 
that entries in ledgers and sales-books are kept up 
daily ; that invoices are forwarded the day following 
shipment and carefully scrutinized as to accuracy; 
that correspondence is distributed and replied to 
same day as received ; that statements are gotten out 
promptly after ist of month; that trial balance is 
promptly taken ; that clerks attend strictly to their 
duties and observe proper decorum. 

The Chief Clerk shall be responsible for the in- 
ward workings of the office, and shall have charge of 
all clerks in same, and their work. He shall pay par- 
ticular attention to accounts and see that statements 
are accurate, all due allowances being made. 



SYSTEM 101 

System for Review of Business. 

c 

It is well that one should as frequently as possible 
review one's business in detail. It is no small matter, 
however, to drop the detail with which a business 
man gets wrapped up and consider the broad ques- 
tions. Our device for this purpose is to work out in 
genealogical order all the varied departments and 
their branches, putting down head-lines or terms in- 
dicative of line of thought or action. This may be 
termed a self-thinker, and can be constantly referred 
to when the business as a whole or any department 
is to be considered. 



102 SYSTEM 

Meetings. 

c 

Daily, at 12.45, a meeting is held, selecting in regu- 
lar rotation certain subjects, and calling into the 
meeting those people who are directly responsible 
for the results under that particular subject. The 
General Manager is always present; and if, for in- 
stance, the meeting is on moulding, the two Foremen 
and the Inspector of Castings are present. The 
President's Stenographer reads off the memoranda 
in detail of what was discussed or decided upon in 
previous meeting, and it is then ascertained whether 
everything that was ordered to be done at previous 
meeting has been executed. 

After this is done the different Foremen submit, in 
writing, reports on their work, which are read aloud 
by the Stenographer, particularly running to sugges- 
tions of improvements that they would like to see car- 
ried out, but which they do not have authority to do 
themselves. These matters are taken up and thor- 
oughly discussed, a decision is reached, and the Sten- 
ographer makes a note of that decision. These notes 
come up again at the next meeting, so that it is im- 
possible to lose track of any subject until it has been 
disposed of by being actually completed and carried 
out, when it is dropped out of the records of the 
meeting. The Stenographer takes charge of all the 
records, and produces them at the next meeting on 
the same subject without further instructions. This 



SYSTEM 



103 



plan has worked admirably in that a suggestion 
once made and put upon the records is carried along 
from meeting to meeting until it is finally disposed 
of. 

Following is a list of subjects upon which we hold 
regular meetings in rotation : 



Electricity and Power. 

Orders and Promises. 

Office. 

Moulding. 

O. H. Melting. 

Chipping and Shipping. 

Machines. 

Blacksmiths. 

Records. 

Yard. 

Purchasing. 



Selling and Pricing. 
Condemnations and Re- 
Orders. 
Returned Castings. 
Brake-shop. 
Crucible Moulding. 
Patterns. 
Pay-roll. 
Costs. 
System. 



104 SYSTEM 

System Concerning Leaks. 

c 

Every plant is full of leaks, and the busy man 
does n't always have time to find them. A genealog- 
ical tree of these can be made a great help. 



H 157 82 



I 



VOLUME OF BUSINESS 



MAXIMUM 




MINIMTJM 



Pre-monthly Estimates and Cutting of Cost:S 



PRICE 



Policy of Handling 



Methods 



Estimating 



Cost Inn-nislicd on Amount of Work 
Every Bid and Order on Hand and Price 



Consideration of 

Cost of Minimum 

PRODUCT 



Improvement of Plant 



New England 



Western 



I. 

Crucible 



Foreign 



New York 

Salesman Duplicate Large Large Quantity 

Advertibina 



Delivery 



Credit 



Correspondence 



Good Payers Poor Payers to Be 

to Have Quick Notified of Favored 

Delivery Customers' List 



Time Stated on Issue of Each Order Letters Telephone Telegram Style of 
I Answers 



I \ I I I 

Promise Miscellaneous Crucible Check by Check by 

Clerk Clerk Clerk O. H. Clerk Pattern-shop 



Broken Promises to Be 
Noticed to Customers 



Crucible 



Pots Furnaces Increase Moulding Flask 
in Building Machine 



Employees 

r 



1 T" 1 

Organization System Cost 



Method of Policy of Bonus 

Handling Encouragement 



Genealogical Tree 



System Inspector 



Connection 
with Foreman 



O. H. Plant 



Insurance Cranes Separation of Annealing Machines Flask Arrangement Shipping-room 
Large and of Foreman 

Small Work 



LEAKS 



Supplies Tools 
Waste 



Floor Space 



(Jane 
Fbwer 



Bills 



Slow Processes 

that Could Be 

Replaced 



Things Stolen 



LEAKS 



Stationery 



Ancient 
Machinery 



Machinei^y 
Out of 
Repair 



Time of 
Officers 



Time of 
Moulders 



Time of 
[.aborcrs 



Pay-roll 
Timekeeper 



Time of 
Office Force 



Time of 
Chippers 



Time Lost 

by Long 

Moves 



